3 reasons why document storage is not information management

At a time when compliance, security, and speed are crucial, the difference between ‘keeping something digital’ and ‘managing information professionally’ is becoming increasingly important. And that's precisely where things often go wrong.

The practical shortcomings of document storage

Without solid information management, everything seems seemingly under control: after all, files are digitally available and searchable. But when information is scattered across different systems and there is no clear structure or centralized management, risks arise that have an impact far beyond your IT alone. The reliability of your organization as a whole – from legal accountability to efficiency to protecting sensitive data – is at stake.

The shortcomings of document storage relative to information management emerge primarily in three fundamental problems:

1. Compliance risks

When documents are scattered across a variety of systems and personal folders, clear retention policies – rules about how long you keep documents – and logging, or tracking of activities surrounding those documents, are often lacking. This makes it virtually impossible to demonstrate (in audits or to regulatory institutions) that the organization is in compliance with laws and regulations. Without a grip on retention periods and destruction, organizations run legal risks and lose precious trust with customers and regulators.

2. Operational delays

Teams spend a lot of time every day searching for the correct version of documents. Because version control is lacking or not consistently applied, employees regularly work with incorrect or outdated files. This causes errors, rework and frustration – processes are delayed as a result. In an environment where speed and precision are crucial, such delays can have a significant impact on business operations.

3. Security leaks

Without clear structure and rights management, a kind of ‘shadow IT’ is created - a large collection of unmanaged documents. Files end up in personal drives or unsecured systems, often without anyone having visibility into who has access to sensitive data. This greatly increases the risk of data breaches – with all the potential financial and reputational consequences that come with it.

From document storage to information management

True information management goes far beyond simply storing files digitally. It means that information is managed centrally and can always be traced back to a single source of truth. Access rights, retention and destruction of files are embedded in policies and processes, ensuring compliance and security are always optimized.

Moreover, professional enterprise information management integrates with primary applications such as ERP, CRM and HRM. This makes information management not an extra task for employees, but a natural part of daily business operations.

With WoodWing Xtendis, organizations make this step. Xtendis combines technology with an experienced project team that guides setup, security and governance - not just once, but on an ongoing basis. Moreover, everything is done according to the highest standards, such as ISO 27001, ISAE 3402, and FSQS.

Towards full control and trust

Document storage is static and limited; information management is dynamic, secure and scalable. Organizations that stick with loose storage remain dependent on manual search, error-prone processes and high risk.

With Xtendis and our approach, you move from fragmented information and files in different locations to complete control, demonstrable compliance and future-proof information management. This delivers not only efficiency, but also the confidence that information is always secure, reliable and available.