As organizations grow and the need for assistive tools increases many businesses end up in a weird limbo state where software sprawl has led to multiple software tools being purchased that all have significant overlap in capabilities.
Working in the financial services space we will often encounter scenarios where software tools have been added by different departments to meet a specific departmental need without fully considering the broader organizational impact. This approach, while seemingly efficient in the very short-term, often leads to complicated environments and missed opportunities to fully leverage the capabilities of the individual tools.
There are likely multiple tools in your organization where a very limited set of capabilities is being utilized, or where you have multiple tools that do a lot of the same things, but you use a specific aspect of product X for one process and a different aspect of tool Y for another process, meanwhile in both situations you are only scratching the service of each product’s capabilities.
I find this to be especially true with companies that use OnBase for enterprise content management (ECM). OnBase is a powerful platform with a staggering range of capabilities and customization options, yet many organizations that deploy OnBase only tap into a fraction of what it can do.
Why is this?
In my experience, this is primarily due to two elements:
1)     Because the initial implementation was often driven by a focused departmental need—say, COLD report storage or Accounts Payable workflow automation. These specific use-case deployments often lead to a restrictive view of the product and what it can be used for.
2)Â Â Â Â Â There is an overall lack of product awareness, which keeps the broader organization from being aware of how the same tool being used to address one departmental need could actually be leveraged throughout the organization and in all departments to address multiple needs.
It is a lot like owning a Maserati sports car, just to use the glove box.
When technology is adopted in silos, it can create several challenges:
Redundancy and Overlap: Different departments might adopt separate tools for similar functions, leading to redundancy and increased costs. For instance, one department might use OnBase for document storage, while another invests in a completely different system for the same purpose, unaware that OnBase already exists in the technology stack and could easily be leveraged to meet the needs of both departments.
Integration Nightmares: Stacking siloed technologies can create an environment where tools don’t play well together. This can lead to a patchwork of systems that require complex and costly integrations to communicate with one another. What’s more, these integrations can become fragile and difficult to maintain over time.
Underutilization of Capabilities: When a system like OnBase is implemented with a narrow focus, its broader capabilities often go unnoticed. OnBase is far more than just a document repository; it’s a robust platform that can handle everything from advanced workflow automation to compliance management. However, if departments don’t collaborate and share knowledge, these powerful features remain untapped.
Complicated Environments: As more and more specialized tools are added to the stack, the IT environment becomes increasingly complex. This complexity can slow down operations, increase the risk of errors, and make it harder to maintain security and compliance.
Disconnected Data: The importance of customer data is only growing year over year, and having deeply siloed processes and data systems makes it so that the adoption of future facing technology like AI, ML and analytics platforms harder to effectively implement reducing the overall ROI and delaying successful implementation.
If you’re an OnBase customer—or considering becoming one—take the time to explore its full range of capabilities. Engage with experts who can help you identify how OnBase can serve not just one department, but your entire organization. By doing so, you’ll avoid the pitfalls of siloed technology adoption and position your company to fully capitalize on the tools at your disposal.Â
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