The Fall season always reminds me of football!
If you have kids, you've probably been at a game when the announcer says:,
"Someone with a White Toyota Camry, license plate number XYZ125 left their lights on in the parking lot."
But, stadiums don't need a process where every attendee gives their license plate number when buying a ticket. They just "search" for the owner over the loudspeaker.
In today's post, I'm going to show you how that same principle applies to going digital.
Like what you see? Want to see more? I invite you to chat with my team at Shinydocs.
How Organizations Half-Go Digital
Many organizations over-engineer their document management systems. They pre-label, pre-tag, and prepare for every possible scenario.
That's thinking in the old, physical storage mentality - completely missing the advantages of going digital.
And just like collecting thousands of license plates for a stadium, it's expensive, slow, and not necessary.
Stop Pre-Tagging, Start Searching
Regardless if you need a comprehensive Records report, or to ad-hoc find a document, ultimately you can use the characteristics of documents discovered in real time.
With AI-powered search, your team gets a “Google-like” search experience inside your organization.
You don’t need to pre-label every file, search just finds what you need and makes it instantly available.
And if you need dashboards, reports, or to take action on a large number of documents... the search query can drive the reports.
It’s all about knowing what you’re looking for:
- Search for specifics: “Find every contract that mentions X, Y, and Z and put them on legal hold.”
- Turn search into insights: “Show me a dashboard of everything currently on legal hold.”
AI search empowers your team to find, aggregate, and act on information without the overhead of manual tagging.
Here's My Big Takeaway
The lesson is simple: don’t half-go digital. Go all the way, rethink your workflows, and let AI search do the heavy lifting.
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