Newsletter

Managing company information is more than storing documents; it’s about creating systems and processes that support secure collaboration, seamless scalability, and effortless user experiences. These systems form the backbone of daily operations, directly impacting productivity and efficiency. In today’s fast-paced business landscape, companies are rightly focused on strengthening their cybersecurity posture. However, many overlook a critical component—information management processes. Without efficient information management, even the most secure environments can experience bottlenecks, employee frustration, and data risks. 

Platforms like SharePoint and Box provide a foundation for document and data management but are rarely a one-size-fits-all solution. Customization and optimization are often necessary to meet a company’s unique needs and accommodate future growth. To ensure your systems are future-ready, focus on four foundational pillars: data security, scalability, maintenance, and user experience. 

The importance of proactive evaluation 

If you’re wondering whether your current system is up to par, consider these questions:  

• Data Security: Are there additional safeguards in place for external collaboration?  
• Scalability: Will your platform’s configurations and processes support future growth?  
• Maintenance: Is your IT team trained to resolve requests using best practices?  
• User Experience: Can your team easily find, share, and collaborate on files without frustration?  

Answering these questions is the first step toward understanding your current setup’s strengths and weaknesses.  Regular evaluation not only uncovers inefficiencies but also minimizes risks associated with outdated systems, ensuring that your processes align with both current operations and future goals. 

Real-world examples: Challenges and Examples 

Below are two real-world scenarios where Celito has improved the information management practices of companies of different sizes through identification, assessment, implementation, and support. 

Case 1: Biotech Startup Prepares for Growth 

Company X, a biotech startup with fewer than 50 employees, presented a unique challenge as a startup specializing in early-stage drug development. Their information management system was in its infancy, with only a few document repositories set up. While their current system functioned, it was not optimized for growth, leaving gaps in user training and document organization. 

Key challenges identified included: 

• A lack of user training limited employees’ ability to use the system effectively. 
• Minimal structure in document repositories, resulting in inefficiencies when locating or sharing files. 

Celito conducted a thorough assessment in just a few weeks, pinpointing these areas for improvement. Working closely with Company X’s teams, Celito implemented tailored solutions over the course of a few months: 

• Enhanced Organization: Reorganized document repositories to streamline access and ensure team clarity. 
• Customized Processes: Tailored the system to meet departmental needs and workflows. 
• Training: Delivered hands-on training sessions to ensure employees could maximize the system’s potential. 

The result was a fully optimized, scalable information management system capable of supporting Company X’s operations as they transitioned toward commercialization. 

Case 2: Mid-sized Biotech Overcomes Information Fragmentation 

Company Y, a medium-sized commercial-stage biotech with 600+ employees across multiple continents, faced a different challenge: a long-established organization struggling with fragmented systems. With over 30TB of documents scattered across multiple platforms, employees frequently encountered difficulties locating files (relying on bookmarks), collaborating across teams, and following consistent processes. 

Key challenges included: 

• A high volume of IT support tickets due to employees’ frustration with finding and sharing documents. 
• Inefficient document organization, requiring employees to bookmark multiple links for basic access. 
• A lack of clear processes for onboarding and offboarding resulted in confusion and inconsistencies. 
• No prior training on best practices for information management, which compounded existing inefficiencies. 

Recognizing the complexity of the situation, Celito’s specialized information management team conducted a comprehensive current-state assessment and adopted a phased approach: 

• System Consolidation: Worked with each department to consolidate documents into a single, organized platform. 
• Process Development: Established clear onboarding and offboarding protocols to ensure consistent data management. 
• Training: Delivered customized training programs for departments to align on best practices. 
• IT Enablement: Equipped the IT team with strategies to address future requests and maintain the system effectively. 

This large-scale project, which spanned 18 months, resulted in dramatic improvements, including significantly reducing IT tickets, streamlined processes, and a better user experience across the organization. 

Key Takeaways: 

The experiences of Companies X and Y highlight crucial lessons: proactive evaluation and optimization of information management systems prepare organizations to meet current and future challenges. Whether you’re a startup building your foundation or an enterprise refining existing processes, taking early action ensures: 

• Increased operational efficiency and productivity. 
• Reduced frustrations and IT support demands. 
• Enhanced employee collaboration and satisfaction. 
• Scalability to meet the demands of growth and innovation. 

How Celito Can Help: 

Optimizing your information management systems doesn’t have to feel overwhelming. Celito specializes in creating tailored solutions that address specific organizational needs. Here’s how we can support your company: 

1. Assess the Current State: Conduct a thorough review of your systems, focusing on security, collaboration, permissions, and user experience. 
2. Identify Gaps: Compare your setup to industry best practices to uncover improvement areas. 
3. Streamline Organization: Redesign folder structures, sharing settings, and permissions for greater efficiency. 
4. Plan for Growth: Configure your platform to support future business expansion and increased data volumes. 
5. Deliver Training: Equip employees with the knowledge to use systems effectively and adhere to best practices. 
6. Optimize IT Support: Align processes to ensure smooth resolution of future support requests. 

Conclusion: 

Effective information management is foundational for any successful organization. It ensures data security, minimizes inefficiencies, and supports seamless collaboration. By investing in robust processes and tools now, you can reduce the need for costly adjustments later. Focusing on clear organization, strong security configurations, and user-friendly processes helps create an environment where teams can work with confidence and agility. Celito’s expertise in information management can help you assess, optimize, and future-proof your processes, enabling your teams to work confidently and efficiently.