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C-Level Managers and the File Management Vision

October 25, 2011
More often than not, C-level executives don’t think about IT strategy unless they are a CIO or CTO. If neither of those positions exists within your company, a vision for your information environment is often left to an IT department head IT department managers are usually overworked and 100% tactically focused on keeping the network up and running and providing help desk support to keep your employees working.

The Ideal Information Management Vision

When the discussion turns to IT, company leader’s usually respond with the ‘thousand yard stare’. But as a President or CEO, you need to establish a clear vision of the desired outcome of all the money you spend every year on IT salaries and technology.

Here’s a suggested vision:

Everyone must have immediate access to the information they need and trust to do their jobs anytime, anywhere.

One thing is for sure – if you want to achieve this vision, you need to move on from network drives and Windows File Folders – a 113 year old methodology – to a file management system like TINA to manage all your documents and files. TINA’s powerful search engine will deliver the files and documents you need instantly. And with TINA’s approach to version control, you’ll always trust the information you are looking for and always find. You can control access to files and see who has worked on them in the past. Everyone will have instant access to the information they need – and they won’t have to go ask the old grey haired guy in the corner who knows where everything is.

Worst-Case Scenarios for Bad Information Management

Here’s a true story about how bad information management can go horribly, fiscally wrong. A remote northern construction site needed bridge sections manufactured to build a dam. When the large bridge sections were delivered and attached to the crane, it was discovered that two of them were ten feet shorter than they needed to be. These bridge pieces now have to be shipped back and new ones manufactured, potentially at a cost of millions of dollars.

In August 2006, Comair flight 5191 attempted to take off from the wrong runway in Lexington Kentucky. The runway mistakenly used was too short – the aircraft crashed killing 49 out of 50 passengers and crew. Contributing to the accident was the use of an out of date runway map. These types of accidents are fortunately rare. The more common impact is the insidious waste of time and money.

With a system like TINA, you’ll know exactly which version of the file you are working with and once released, users will only be able to access the approved released version. You can’t just grab a file off a network drive and mail the wrong file anymore.

Why Your Cyber Security Depends on Good Information Management

There are some compelling security features in TINA that make it difficult for people to commit common security gaffes. TINA eliminates the need to send documents internally by email, eliminating the risk of inadvertently sending sensitive files to the wrong person.

TINA takes this further by controlling access not just to files, but to portions of files. Right now, your company probably relies on IT to manage and control access rights that are likely too restrictive or too broad. With TINA, your employees will manage and control access to sensitive documents removing IT from the loop and allowing them to focus on more important matters – like turning their CEO’s information environment vision into reality!

In the end, although many C-level managers may get bamboozled by tech language, they need to step up and establish a clear vision for their information environment: everyone needs instant access to the information they need and trust to do their jobs. TINA will make this vision a reality. Contact us today to simplify the process of your information management system.