Should You Change Your Existing Inflexible and Expensive System of Record?

By Patrick Hogan

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Is it really possible for data management to be reasonably priced and technically reliable at the same time?

Yes. With the existing software market thriving in a highly competitive environment, it is not a remote possibility to land one that will accommodate both your budget and management needs. Online solutions are readily available to support that switch you are deciding to make. So, if you find yourself stuck with software that fall short of your organization’s requirements, then it would be best to replace it with something that will tick all your checklist’s boxes.

What Should Your System of Record Be Equipped With?

An effective system of record is every company’s primary instrument in creating a successful customer service strategy—you simply cannot do away without it. As soon as a company is formed, the construction of a warehouse for its records should be inevitable. While all abide by this unspoken rule, others seem to get stuck figuring out why theirs do not delivering results. Is it because their existing system of record isn’t top-of-the-line? Is it because it lacks the capability of accommodating big data?

So what should your existing system of record have for it to be the perfect fit for your organization?

  • A reliable search engine. Pretty much, it should be parallel to Google’s capabilities of providing you with your desired results. This quality of your software will aid your company’s frontline of operations in making quick searches across your databases. Having this ability gives your system of record the power to present you your customers’ data with speed and accuracy.
  • A web importation function. An automated function that allows your database to intuitively detect your clients’ emails or electronic documents, and instantly include them to your current system records. Gone are the days when online files had to be printed and scanned before introducing them to your database. Now, with this ability, new data management tools provide more efficiency to the flow of operations.
  • A recovery and backup ability. It’s always better to be safe than sorry. When dealing with technology, you can never tell when your system decides to fail you. Every piece of data, when lost, greatly affects the proficiency of the pipeline to provide excellent customer service. What more when you lose your entire data warehouse? No need to worry about instances like these. When your system of records has the reassuring power to retain all information after unfortunate scenarios (i.e. power outages or technical malfunctions), then your capacity to care for your customer will not be hampered.
  • A resilient nature to various file types. No matter what document (i.e. PDF, photo, or video) it is you need, your software should be ready to facilitate its download for you. With the various entities you transact with, may it be individuals or companies, your system of record must be able to efficiently store and index whatever file type they are to send.