Digital Transformation Effects on Finding Data

Easy access to data and files has a significant impact on the efficiency of business processes as well as a significant impact on company loyalty, staff turnover, and employee satisfaction.

As a result of the digital transformation in our evolving technology world, data has been digitized and many new systems, reports, and documents have been added to our lives. In this process, dozens of files are processed daily. Finding the files we are looking for in this fast-moving business process is difficult.

According to a 2012 McKinsey Global Institute study, employees spend 1.8 hours a day finding the data they are looking for. Based on a 2018 study by the Economist Intelligence Unit, employees spend 2.5 hours, or 30% of their shifts, searching for the data they need.

Results of analysis in the 2018 Definitive Guide to America’s Most Broken Processes conducted by Nintex with 1,000 full-time American employees, 49% of people who encountered document management issues said they had trouble finding documents. 43% said they had trouble with document approval requests and document approval.

As file and document digitalization increases, the time spent finding data also increases. With the increase in data comes the complexity of the platforms on which that data is stored. Required data can be in emails, local computers, the public cloud, and external storage areas. When data/files are needed, accessing them becomes increasingly difficult, leading to additional costs and inefficiencies.

New technologies, content and information management systems, corporate portals, and workflow solutions have improved access to information, but have also created an information overload that makes it difficult to actually easily find information.

Economist Intelligence Unit's 2019 report, The Experience of Work states “In the Role of Technology in Productivity and Engagement, fast access to information was found to lead to participation and empowerment. Having instant access to the data and insights they need to do their jobs, wherever they are, has been shown to impact employee engagement and productivity, and ultimately the overall experience, more than any other technology factor.” In the same report, when examining the correlation of technology used in the workplace tied to employee loyalty, it is found that rapid access to the data needed to get the job done, dramatically improved employee loyalty to the business.

Digitalization has also led to digital friction. Digital friction, as defined by Gartner, is the degree to which employees expend unnecessary effort when using or producing data or technology solutions in the workplace. According to the analysis of "2020 Workforce's Attitudes Towards Mental Health" in the Gartner report “Keynote - Make Work Happier, Faster And Smarter” 62% of employees were working under stress. Another Gartner survey on digital friction found that 48% of employees are exposed to digital friction. In the same report, digital friction was identified as the silent killer of workplace productivity.

What these studies reveal is that easy access to data and files has a significant impact on the efficiency of business processes as well as a significant impact on company loyalty, staff turnover, and employee satisfaction.

The FileOrbis product family develops module designs and business processes to eliminate digital friction.

With FileOrbis File System Federation you can collect and manage many different file systems on a single platform. You can mark your frequently edited files with the favorites function and have quick access.

By adding labels to your files and/or folders, you can quickly search and group your data by labels.

As a result of FileOrbis' extensive R&D work, you can quickly find the data you are looking for in your large dataset with the advanced search module, which offers index-based and multi-level reordering we call “Smart Search”. The Smart Search system can search the data by your selected keyword fields based on metadata, file names, author names and you can apply filters to your search field by date last edited, file location, file type, and file owner. If you want to find a similar file, you can quickly find your most similar files in the content by entering your file in the search field.

With the signing of a new R&D project, FileOrbis will soon launch a file recommendation system supported by AI. By analyzing users' actions on the file, we calculate the files that are likely to be used by the user once they enter the system and recommends them to the user.