Mobile phone archiving is getting a lot of attention these days, as legal rulings and regulatory bodies are making it clear that in order to remain compliant with industry standards and able to provide adequate data to the courts when needed, companies must maintain records of all work-product including that which is sent via text messaging and other chat apps on mobile devices.
But is it possible that companies are implementing archiving systems and not fully utilizing the information now available at their fingertips?
With all work-communications being archived and easily accessible and searchable, it is time that companies stop thinking of their archiving systems as a necessity and start thinking of them as a business asset.
So much of our work interaction has moved to text messaging, emails, and other forms of written communications on our mobile devices and we now have a treasure trove of communications between sales persons and clients – both potential and secured – being archived. The ability to compare the interaction different salespeople have or the different communications they have with different clients and the resulting deals – or lack thereof – in each case, can help the sales team assess different techniques and hone in on the best means of communications, the best tone to be used over different means of communications, which inquiries should be prioritized, and more.
Furthermore, the company can get a more comprehensive view of how their employees are viewed by their clients and colleagues. Who do people turn to when they have a problem? Who do they interact with best?
HR departments are also afforded a better view of how the office is functioning. Employees may be wary of complaining about their superiors but by searching the archives for communications between managers and employees, for example, they can assess on their own if everyone is being treated properly.
Moreover, searches can be done for possible problems so they can be nipped in the bud. For example, HR can routinely search for anything that might be construed as sexual harassment and stop the situation from progressing. Data breaches can be detected early on and dealt with quickly before information is lost or compromised.
Utilizing the archival system can also greatly improve workflow. Instead of contacting the IT department when a file gets accidentally deleted and instead of calling five different colleagues to find the draft version of a document that has crucial information for a client that wasn’t included in the final version that was sent out – all that can easily be done by each employee by simply connecting to the archives and searching. This saves time and frustration and allows for minimal work disruptions.
Of course, this also means that when new staff comes on board and particularly when taking over for someone who is currently unavailable – on sick leave, maternity leave, etc – it becomes easier for the new employee to familiarize themselves with the work that needs to be done by simply looking through recent files and emails with clients.
Every organization will find more and unique benefits to utilizing their archiving systems once they take the step from viewing archiving as a necessity to viewing it as an asset.