Only with a DMS or EIM solution can you gain control over your data

Creating a single source of truth within an organization is something that more and more corporations are struggling with, Marco begins: “Because information is scattered across different applications, file locations, and email inboxes, it’s harder to keep track of it. And yet that single source of truth is essential for the organization to prevent misunderstandings, inefficiencies, and risks. A single source of truth, on the other hand, ensures consistency, the reliability of information, and confidence in decision-making.”

At the same time, there is growing uncertainty about which system should house the data truth: “This is because modern ERP and CRM environments often include tools for storing and sharing documents. This gives the impression that a separate DMS or EIM solution is unnecessary. Organizations are also looking for flexibility and agility, and a traditional DMS is sometimes perceived as cumbersome or restrictive.”

According to Marco, however, given the enormous amount of information housing associations have at their disposal and the increasing demands for transparency, accountability, and privacy, DMS and EIM solutions are more important than ever: “These solutions provide structure, control over information, improved searchability, and compliance with laws and regulations. In addition, they support more efficient work and better collaboration. And that makes sense; ERP and CRM systems are primarily designed for process and customer information, not for advanced document management. As a result, they often lack features such as version control, metadata classification, retention policies, or integration with workflows.”

Documents often contain personal data or confidential information as well, Marco continues: “Without proper classification, retention periods, and access rights, you run risks related to the GDPR, information security, and audit obligations. Storing millions of documents can impact the performance of the ERP or CRM system. These systems are typically not optimized for heavy storage loads.”

OneXillium helps housing authorities achieve a single source of truth and work securely in a digital environment, Marco continues: “Our EIM solutions align perfectly with the processes of housing authorities. We ensure that all information is organized logically and is accessible centrally. Our proposition revolves around control over information, process optimization, and future-proofing—without making things complicated for the end user.”

“A good EIM system also classifies and organizes information, regardless of file format. Through metadata, smart search functions, and automatic document type assignment, information can be retrieved quickly, no matter where or how it is stored.”

According to Marco, having control over your information means knowing where it is stored, who has access to it, whether it is up to date, and whether it complies with legal requirements. “This reduces risk, increases efficiency, and ensures better management. It also prevents sensitive information from ending up in the wrong place. Through permissions structures, logging, and authorization, information in a DMS or EIM solution can be accessible to those who need it while remaining protected from others. You can flag sensitive information, encrypt it, and make it available only under specific conditions, while less sensitive documents can be shared widely.”

Source: CorporatieGids

The importance of a good DMS or EIM solution will only continue to grow in the coming years, Marco concludes: “The volume of information is growing, regulations are becoming stricter, and employees want quick access to the right data. At the same time, information management is becoming increasingly complex. A future-proof DMS or EIM solution is therefore a strategic tool for any housing association that wants to maintain control over its operations.”