03.25.2025

You’re hunting for an important client contract that you need for a meeting—in fifteen minutes! You dig through inboxes, shared drives, and even a filing cabinet to no avail. What a pain, you think. If this feels familiar, you aren't alone. Many organizations are overwhelmed by the sheer volume of information they handle every day. When that information is scattered across systems or buried in stacks of paper, it slows teams down, introduces risk, and makes collaboration harder than it needs to be. That’s where information management comes in. In this article, we’ll explore the big picture: why information has become one of your most valuable business assets, and how managing it well can create a more secure, efficient, and future-ready organization. What Is Information Management? Information management is the process of organizing, storing, securing, and maintaining access to the information your business uses every day. This includes everything from scanned documents and spreadsheets to emails, forms, and contracts. It goes beyond where files are saved to how they’re structured, who can access them, how long they’re retained, and how easily they can be retrieved. Effective information management improves efficiency, supports better decision-making, and reduces risk. It also sets the foundation for information lifecycle management—a strategic approach to managing content from creation to final archiving or disposal. The Information Lifecycle: From Creation to Archiving Every piece of information in your organization follows a lifecycle—whether you’re managing a one-page form or thousands of project records. Understanding and managing that lifecycle is key to keeping your data useful, secure, and compliant. This process is known as information lifecycle management, and it typically includes five stages: Capture — Information enters your organization—whether through digital tools, email, or scanning physical documents.Organize — Files are indexed, categorized, and stored in a structured system, making them easy to find and use.Use — Employees access and collaborate on the information as needed, with version control and permissions in place.Store — Data is retained in secure systems for the required period, following industry standards or regulatory guidelines.Archive or Dispose — When information is no longer active, it's either archived for long-term storage or securely disposed of based on retention policies. When each stage is managed intentionally, your organization is better positioned to reduce risk, meet compliance requirements, and streamline operations. Without it, information becomes fragmented, duplicated, or lost—making everyday tasks harder than they need to be. Why Businesses Struggle with Information Chaos Despite the best intentions, many organizations find themselves overwhelmed by disorganized, disconnected information. The symptoms might look like missing files, version confusion, or delays in decision-making, but the root causes often run deeper. Here are some of the most common challenges: Disconnected Systems — When documents are spread across shared drives, email threads, personal folders, and paper files, it’s hard to maintain a single source of truth.Manual Processes — Paper-based workflows or outdated systems create bottlenecks and leave room for error. Tasks that should take minutes can stretch into days. Lack of Structure — Without a clear system for naming, storing, or organizing files, teams waste time searching for (or worse, recreating) information that already exists.Compliance Risks — In industries with regulatory requirements, poor information management can lead to missed deadlines, lost records, or data breaches.No Lifecycle Oversight — Without a plan for managing information from start to finish, content piles up and becomes harder to control over time. These issues can create friction across teams and expose the organization to unnecessary risk. The good news? They're also solvable with the right strategy. The Business Benefits of Strong Information Management When information is managed well, the impact reaches every part of your organization. From daily workflows to long-term strategy, strong information management creates clarity, saves time, and reduces risk. Here are a few of the most meaningful benefits: Increased Productivity — When employees can quickly find what they need, they spend less time searching and more time focused on meaningful work.Better Collaboration — Centralized, well-organized information supports smoother teamwork—whether across departments or locations.Improved Compliance — Clear retention policies and audit trails help your business meet regulatory requirements and reduce the risk of fines or penalties.Enhanced Security — Access controls, encryption, and secure storage protect sensitive documents and reduce the chance of data breaches.Lower Operational Costs — Digitizing and automating information workflows reduces reliance on paper, printing, and physical storage, creating long-term savings.Greater Agility — With a structured, accessible information environment, your team is better equipped to adapt, grow, and make informed decisions. What Does Information Management Include? Think of information management as a coordinated set of practices and technologies that help your business handle its information effectively across its entire lifecycle. Here are the core components: Scanning & Conversion The first step for many businesses is digitizing physical documents. Scanning and conversion services turn paper-based records into searchable digital files that are easier to store, access, and protect. Document Management and Archiving Once digital, files need to be organized, labeled, and stored in a structured way. Document management systems (like ImageConnect and M-Files) allow teams to manage access, apply retention policies, and track usage. Archiving ensures long-term storage without cluttering up active systems. Information Lifecycle Management This strategic framework guides how information is captured, used, maintained, and ultimately archived or disposed of. It ensures your organization stays compliant, organized, and efficient throughout the life of each document. Enterprise Content Management Software ECM platforms bring it all together—scanned files, digital documents, and automated workflows—into a central, secure system. They enable collaboration, version control, and access governance across the organization. Process Automation Manual, paper-heavy processes (like invoice approvals or employee onboarding) can be automated to reduce errors and free up time. Automation connects systems and data, creating faster, more predictable workflows. Together, these elements create a more connected, productive, and secure information environment. Real-World Applications: Who Needs Information Management Solutions? Information management isn’t limited to one industry or business size. Wherever documents, data, and collaboration are involved, the benefits are clear. Here’s how different sectors are putting it into practice: Architecture, Engineering & Construction From drawings and permits to contracts and compliance records, AEC teams rely on accurate, accessible information to keep projects on schedule. Scanning and digital storage help reduce rework and support better version control across job sites. Government & Legal Public records, case files, and internal documents need to be securely managed, tracked, and accessed—often with strict retention and privacy regulations. A strong information management strategy ensures accountability and transparency. Healthcare & Human Resources Patient records, insurance forms, and HR documents contain sensitive data that must be handled securely and compliantly. Digital access improves efficiency while protecting personal information. Financial & Professional Services Client documents, contracts, and audit materials require structured storage, fast retrieval, and reliable tracking. Automating document workflows helps reduce manual tasks and maintain a clear audit trail. Corporate & Back Office Teams From onboarding to accounts payable, many internal processes still rely on manual document handling. Information management tools streamline these workflows, reduce errors, and free up time. No matter the industry, the goal is the same: access the right information, at the right time, in a way that’s secure, organized, and efficient. How Enterprise Content Management Software Can Help One of the most effective ways to manage the full information lifecycle is with enterprise content management software (ECM). This type of platform is designed to help organizations store, organize, access, and govern their digital documents from a single source of truth. Rather than relying on disconnected tools or manual processes, ECM software brings structure and visibility to your content. It allows teams to: Store documents in a centralized, searchable repositoryApply access controls, versioning, and audit trailsAutomate document workflows and approvalsTrack retention timelines and support complianceEnable secure collaboration both on-site and remotely With the right ECM solution in place, your organization can move from reactive file management to a proactive, streamlined approach. It's a key part of transforming how your business handles information, turning content into a strategic asset instead of an operational burden. Getting Started: A Practical Approach to Information Management Improving the way your organization manages information doesn’t have to be overwhelming. Whether you're starting from stacks of paper or a patchwork of disconnected systems, the key is to take a structured, step-by-step approach. Here’s how to get started: 1. Assess Your Current State Start by identifying where your information lives today. What’s on paper? What’s in shared drives? Where are the bottlenecks? Understanding the current environment helps reveal opportunities for improvement. 2. Identify High-Impact Areas Focus on the areas that create the most friction—whether it’s paper-heavy workflows, compliance risks, or version control issues. Small wins in the right places can build momentum. 3. Develop a Strategy for the Full Lifecycle Think beyond storage. Consider how information is captured, organized, accessed, used, and eventually archived or disposed of. Planning for the entire lifecycle ensures long-term efficiency and control. 4. Leverage the Right Tools and Partners Whether that includes scanning services, process automation, or enterprise content management software, having the right mix of technology and expertise is essential. Look for solutions that align with your goals and are flexible enough to scale. Information Is Power—When It’s Managed Well Information is at the heart of every organization. It drives decisions, shapes customer experiences, and keeps your operations running. But without the right systems in place, it can also slow you down, create confusion, and expose you to risk. Whether you're starting with scanning and conversion or looking to automate complex workflows, investing in your information strategy sets the stage for a more efficient, resilient organization. Curious where to begin? Explore WCD’s Information Management solutions to see how we help businesses like yours take control of their information and build stronger digital foundations.

01.30.2025

How Blueprint Scanning Solves Storage, Access, and Version Control Challenges Managing physical blueprints can be a real headache—storage limitations, risk of damage, and difficulty sharing or updating plans efficiently. In fact, a recent Adobe survey found that 48% of employees say they struggle to find documents quickly and efficiently, and 95% have felt frustrated by the search. In the architecture, construction, and design industries, this is especially challenging given how vital architectural drawings are to the work. And it doesn’t stop there. Physical blueprints exist in only one location at a time, while projects often span multiple sites. In the past, companies relied on copying and physically shipping drawings, but that led to costly version control issues—making it difficult to determine the most up-to-date plan. In industries like oil and gas, where a single error in documentation can lead to costly mistakes, businesses can end up spending millions just to resolve these inefficiencies. With remote and hybrid work now the norm, the need for digitized drawings is more urgent than ever. Teams working from different locations need instant access to the same plans, ensuring everyone is aligned and working from a single source of truth—without delays, confusion, or outdated information. But here's the good news: digitizing your blueprints can transform the way you work, making your plans more accessible, secure, and easier to manage. In this guide, we'll walk you through the blueprint scanning process step by step, so you know exactly what to expect when converting your physical plans into high-quality digital files. Step 1: Preparing Your Blueprints for Scanning Before you digitize your blueprints, a little preparation goes a long way. Taking the time to organize and inspect your documents ensures a smooth scanning process and high-quality results. 1. Sort and Organize Your Blueprints Start by gathering all the blueprints you need to scan. Think about how you want them organized—by project, date, or another system that makes sense for your workflow. If you have outdated or duplicate plans, this is the perfect time to declutter. A well-organized set of documents makes the scanning process faster and keeps your digital files easy to navigate later. 2. Check for Damage Blueprints can take a beating over time. Tears, folds, and faded ink can impact scan quality, so it’s worth inspecting your documents before sending them in. If a plan is heavily creased, flatten it as much as possible. Small tears can be reinforced with archival tape to prevent further damage. High-resolution scanners can enhance clarity, but the better condition your originals are in, the sharper your digital copies will be. 3. Choose Your Scanning Preferences Not all scans are the same, and a few key choices will determine how your digital blueprints look and function: Colour vs. Grayscale: Colour scanning not only captures all annotations and highlights but also preserves finer shading details—critical for engineers and architects who rely on subtle variations in the drawings. Grayscale is a strong alternative that retains detail without the large digital file size of colour. Bi-tonal black and white, however, is best avoided as it can lose important fine details.Resolution: A standard 300 DPI (dots per inch) scan preserves detail, but if your blueprints are highly intricate or faded, higher resolution may be needed.File Format: Do you need a simple PDF for viewing, a TIFF for high-resolution storage, or a CAD-compatible format for future edits? 4. Plan for Indexing and Searchability One of the biggest advantages of digitizing blueprints is how much easier they are to find—if they’re properly indexed. Think about how you’ll want to search for these files later. Adding metadata (like project name, date, or location) during the scanning process makes it effortless to retrieve the right file in seconds. If your team needs quick access to plans, this step is worth considering upfront. Step 2: High-Resolution Blueprint Scanning How Blueprint Scanning Works Blueprints, architectural drawings, and engineering plans often exceed standard paper sizes, which means they require specialized large-format scanners. These high-resolution scanners are designed to capture intricate details so nothing is lost in translation. At WCD, we use advanced high-resolution scanners capable of digitizing documents up to 36 inches wide by any length, so even the largest construction plans can be preserved with complete accuracy. Quality Control After scanning, each digital file should be reviewed to ensure it meets strict quality standards. This is part of our process at WCD. Blurry sections, missing details, or distortions are flagged and corrected, so the final digital blueprint is a perfect match to the original. Step 3: Converting to Digital Formats Once your blueprints are scanned, the next step is converting them into digital files that are easy to view, share, and store. Choosing the right file format ensures that your plans remain accessible and functional for your team. Common File Formats for Blueprint Scanning PDF – The most common format for viewing and sharing. PDFs maintain layout integrity, making them ideal for reference and collaboration.TIFF – A high-quality, lossless format used for archival storage. TIFF files retain maximum detail and are commonly used for long-term preservation.JPEG – A compressed format that reduces file size, suitable for quick reference but not ideal for high-detail architectural drawings. Most clients prefer PDFs for accessibility and TIFFs for archival purposes, but WCD can provide files in multiple formats to suit different project needs. Step 4: Indexing & Organizing Scanning your blueprints is just the first step—how you organize them makes all the difference. Without a proper system in place, digital files can quickly become just as difficult to manage as stacks of paper. That’s where indexing and metadata tagging come in, making it easy to search, retrieve, and share your blueprints in seconds. Why Indexing Matters A study by Glean found that employees spend an average of two hours a day—25% of their workweek—searching for documents or information needed to carry out their work. Indexing your scanned blueprints eliminates this inefficiency by ensuring files are structured in a way that makes sense for your projects and teams. How Indexing Works Indexing involves adding key identifiers to each scanned file so it can be quickly located when needed. These identifiers can include: Project Name (e.g., "Downtown Office Tower Expansion")Date of Creation or Revision (ensuring teams always access the latest version)Client Name (for firms managing blueprints across multiple clients)Drawing Type (e.g., electrical plans, structural blueprints, plumbing layouts)Location or Site Name (useful for multi-location projects) By tagging files with this metadata, users can search by keyword instead of manually sifting through folders. Step 5: Secure File Storage & Delivery Once your blueprints are digitized and organized, the final step is ensuring they are securely stored and easily accessible. Storage Options for Digital Blueprints Cloud Storage (Recommended for Accessibility & Security)Cloud-based solutions allow authorized team members to access blueprints from anywhere. WCD offers ImageConnect, a secure digital file room where documents are stored, indexed, and retrievable at any time.Local Server or Internal NetworkFor firms that prefer on-premise storage, blueprints can be saved to company servers with controlled access permissions. This ensures files remain within a secure internal environment.External Storage (USB or Hard Drive Backups)For archival purposes, files can be delivered on encrypted USB drives or external hard drives, providing offline access when needed. Ready to Scan Blueprints and Save Time? Blueprint scanning saves space, improves efficiency, and enhances security—all while making collaboration easier across teams. Whether you’re an architect, engineer, or builder, having quick access to your plans ensures projects stay on schedule and decisions are made with accurate information. At WCD, we specialize in high-resolution blueprint scanning and provide secure digital storage solutions tailored to your needs. If you’re ready to make the shift from paper to digital, get in touch with us today to start your blueprint scanning project.

10.28.2024

For most enterprises, corporate services like reception, print management, and records management are viewed as necessary expenses—functions that support day-to-day operations but don’t directly drive revenue. Traditionally, they’re labelled as “cost centres,” suggesting they only draw from the budget rather than add to it. But what if these services could do more than just support? What if they could actively contribute to productivity, profitability, and even competitive advantage? When managed effectively, corporate services don’t just keep things running—they create a streamlined, efficient, and well-supported environment that could benefit your entire organisation. By uncovering and addressing hidden costs, companies can turn corporate services from a financial drain into a strategic asset. Below, we dive into the strategic potential of corporate services and how you, too, can turn these “cost centres” into real competitive advantages. We’ll explore: What are corporate services?The strategic potential of corporate servicesWhy many businesses outsource corporate servicesHow the outsourced corporate services model works What are Corporate Services? Corporate services encompass the essential functions that support the core operations of your business, ensuring that day-to-day activities run smoothly and efficiently. These services provide the infrastructure, resources, and support that employees need to stay productive and focused on their roles, while also ensuring that the organisation operates compliantly, securely, and sustainably. Often managed by in-house teams or outsourced providers, corporate services are vital to your company’s operational success. Here’s a list of common corporate services that many organisations rely on: Reception and Front Desk ManagementFacilities ManagementPrint and Copy ServicesDocument and Records ManagementMailroom and Courier ServicesProcurement and Vendor ManagementEmployee and Benefits Administration Corporate Travel ManagementEvent and Meeting CoordinationHealth and Safety ServicesCompliance and Regulatory SupportEnvironmental and Sustainability ProgramsWarehousing and Distribution Security ServicesFleet and Transportation Management These corporate services help establish a well-supported, productive workplace by providing the tools and systems necessary for your team to operate efficiently and grow sustainably. The Strategic Potential of Corporate Services The name of the corporate services game is operational efficiency. Managed well, corporate services can have a transformative impact on both your productivity and profitability, offering not only cost savings but also enhancing overall employee experience and client perceptions. Businesses that make the most of these services are better positioned to stay agile, competitive, and prepared for growth. On the other hand, companies that leave staff to manage corporate services off the side of their desk lack the structure and efficiency needed to streamline operations, often resulting in hidden costs, reduced productivity, and missed opportunities for improvement. This reactive approach can lead to burnout, inconsistency, and an inability to scale effectively—all of which can hinder your growth in a competitive market. Why Businesses Outsource Corporate Services Outsourcing corporate services can be a game-changer for companies looking to increase efficiency without overburdening their internal teams. When asked how they perceive the benefits of outsourcing, a Deloitte survey found that 65% of business leaders believe it enables them to focus on core functions and increase productivity. Beyond that, here are just a few of the benefits you’ll realize when outsourcing corporate services: Work Smarter: Outsourcing allows you to prioritise core functions, freeing internal teams to focus on high-impact, strategic activities rather than routine operational tasks. No more time wasted figuring out how to free the paper jam at the printer! Special Skills & Tools: External providers like WCD bring specialised knowledge and the latest tools, which can elevate operational standards and efficiencies. For example, we have entire teams dedicated and educated in document management, print management, corporate graphic design, and more—and they come equipped with the tools and technologies needed for success. Scalable Support: Outsourcing offers flexibility, allowing you to scale services up or down based on changing needs without the complexity of hiring or reallocating internal resources. This works particularly well if your business is prone to market fluctuations or seasonal shifts.Cost Savings: Outsourcing can be more cost-effective than managing these services in-house, helping reduce overhead and avoid expenses related to hiring, training, and retaining support staff.Operational Excellence: Partnering with experienced providers ensures that your corporate services are managed with a high degree of efficiency and reliability—enhancing the overall productivity and experience for your internal teams. How the Outsourced Corporate Services Model Works Now that we understand the benefits of outsourcing shared services, you may be curious how it all works. Here’s a breakdown of how corporate services providers like WCD often operate with enterprise clients: Step 1) Assessment and Customization The process often begins with a thorough assessment of your business’s current operations to identify inefficiencies and areas where external expertise can add the most value. Your corporate services provider will look at your current shared services model, and determine where there may be pain points or bottlenecks. Based on this, they will tailor their services to align with your specific needs—whether it’s handling reception, document management, or mailroom support. Step 2) Assigning Dedicated Teams Once the services and processes are defined, dedicated teams are assigned to handle these functions. These teams bring specialised skills and experience, ensuring high-quality service and relieving your internal employees from managing these tasks. Many providers also offer dedicated account managers who serve as a single point of contact for ongoing coordination and feedback. Step 3) Tools and Technology Integration Outsourced providers typically bring advanced tools and technology, from automated accounts payable management systems to document scanning and storage solutions. At WCD, we also have a team of in-house developers that specialise in fine-tuning technology and leveraging automation to craft unique solutions that best align with your company’s needs. We’ve seen this tech advantage dramatically transform processes that have long hindered businesses from achieving operational efficiency. Step 4) Continuous Monitoring and Optimization The right outsourcing partner will frequently monitor your service performance and seek feedback to improve and optimise their support continually. They may also provide regular reports on service metrics and productivity, allowing you to track results and make data-driven decisions about future adjustments. This gives you the flexibility and insight needed to scale up or down when needed. Interested in Learning More? From reception management and print services to document handling and automation, each area of your organisation’s corporate services presents opportunities for streamlining operations, reducing overhead, and enhancing efficiency. Ready to see how transforming your corporate services can drive real impact? Our managed corporate services offer the expertise and solutions to help your business operate more efficiently and productively.