Duplicate Documents Cost Austin Businesses Data and Dollars


August 9, 2012

Today, one of the biggest challenges facing Austin companies is data sprawl.  The amount of data that is created on a daily basis is astounding and companies are always asking how they can reduce their data consumption.

Why is there is so much data? We not only have more data at our fingertips today but we have several copies of our data spread throughout the network and the Cloud.  Here is where the “power of one” can benefit Austin businesses.

It always starts innocently enough…a copy of the spreadsheet over here in this folder, a copy of it in the email, a copy on the server and a copy on your laptop.  Someone else gets the email, saves it to their desktop and then saves it on a different folder on their server.  Does this sound familiar?

Now multiply this across the thousands of documents you have in your office and you see how data sprawl gets out of hand very quickly.  Now, with more businesses going to the Cloud, the issue still remains. This doesn’t just happen with spreadsheets, documents and email.  It happens with applications and operating systems as well.

In the traditional server/desktop method of IT infrastructure you may have the same applications and operating systems installed on hundreds or thousands of systems across an organization.  Think about that.

You may have 20GB of operating system files and applications that are the exact same files installed on individual hard drives on separate PCs.  This is often described as the distributed computing model.
All your data and applications end up in silos spread across the network which each have to be managed and updated resulting in IT costs spiraling out of control.  This method of IT Management is costly and companies that can see this and implement changes can easily out maneuver their competition in the IT space.

This one simple change in methodology can bring dramatic simplicity to your network and reduce your IT spend over time significantly.  Here is how it breaks down:

1)    Deploy one copy of the operating system, this can be done through desktop virtualization or remote desktop deployments.
2)    Deploy an application in one place on one server and give all employees access to this application from a single instance, rather than installing it 50 times across your network
3)    Leverage virtualization and install less hardware!  Most physical servers are drastically under-utilized and the more servers you have, the more money you spend to maintain them.
4)    Deploy your servers from a golden image so you have one server instance to manage
5)    Deploy single sign-on (SSO) across your entire network and cloud based solutions so there is only one password
6)    Halt the data sprawl!  Create one copy of your data in one place that is accessible from anywhere and send links to the data, not copies of it in your emails.

These steps simplify your network, reduce your maintenance costs and make change easier to manage.  Now you can become a dynamic company of the future.

Bill McCharen

IT Director

We're Integris. We're always working to empower people through technology.

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