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Millennia Group Blog

Organize, Consolidate and Share

Most businesses that we see operate with multiple information silos. From paper documents in file cabinets and files in shared directories on a server to files loaded in cloud storage and of course files on each employee’s computer.

It should be every company’s goal to consolidate all those silos into an efficient repository of critical business information that lets the company operate at peak performance.

Although most companies would claim they are accomplishing that goal by using data warehouses (CRM, Accounting and ERP systems), the real problem still looms below the surface.

The challenge arises when information needs to be sourced from documents (contracts, invoices, drawings, manuals, reports, legal documents, employee documents) and the myriad of documents that still represent an important part of a business.

When information is difficult to find, two things happen. First, immense time is burned up searching. Second, poor decisions get made for lack of information.

This need for information can be a recurring event in an ongoing business process like contract management, project management or financial reporting. This can become a very costly situation since it is happening on a daily basis.

There are also event-driven needs for data – such as when there is an audit or special project. In these situations, it is not uncommon for the entire office to shut down while the hunt for information ensues. Since such a search typically involves everyone from staff to executives, the costs become astronomical.

When all else fail, decisions are made in a vacuum of information – and risks increase. This risk is magnified when there is a merger or acquisition of another company. Not only is it likely that the acquired company had multiple silos of information, but the nomenclature and filing structure may be very different than that of the acquiring company.

Imagine having just one closet in your house – and no matter what you are searching for, it magically appears when you open the door. Whether it’s your coat, the car keys, your golf clubs or your running shoes. Whatever it is you are looking for – everything right where you want it. That would be a closet we’d all invest in owning.

At the office, we would all appreciate a similar scenario though wouldn’t we? A “folder” on our desktop – and no matter what it was we needed to find, it was always in that folder. This utopia may not be exactly possible – but at Millennia Group, we’ve come pretty close.

We start by cleaning up and consolidating the existing silos of information you have (shared drives, cloud storage, paper documents) into something more meaningful and effective. We even create rules and procedures for going forward (commonly known as Information Governance). Once we’re done, every piece of information you need will be instantly available – and you’ll have the confidence to know the information is complete and actionable.

Millennia Group has the tools and experience to help you organize, consolidate and share the information so that the information is where you expect it, when you need it. Whether your issue is ongoing or due to an acquisition, we can help. We can also help you design and implement an information governance strategy to keep your company operating at peak profitability and efficiency.

Talk to us today about your biggest data access headache – and let us bring that “magic closet” concept into your company – just like we have for some of the biggest companies in America.

Talk to us today about your biggest data access headache – and let us bring that “magic closet” concept into your company – just like we have for some of the biggest companies in America.

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