Every organization generates documents. From meeting minutes and design blueprints to manufacturing specifications and regulatory submissions, these documents form the backbone of daily operations. Yet, how often do we stop and question whether this system is truly serving us?
When I talk with businesses about their workflows, I often hear the same frustration: “This is just how it’s always been done.” But the truth is, that a document-based approach to managing data is riddled with inefficiencies and limitations. Let’s break down the key problems with document-based storage and why it’s time to rethink how we handle business-critical information.
The Snapshot Problem
Think of each document as a snapshot—a frozen moment in time. Whether it’s a printed file in a cabinet or a PDF stored on a server, it represents a collection of data tied to a specific point. Once that moment has passed, the document remains static, often becoming outdated or irrelevant as time moves forward. While that document might serve its immediate purpose, its usefulness rapidly diminishes as circumstances change.
For instance, consider a business submitting a regulatory document to gain approval for a new product. That document reflects the product as it was at the moment of submission. But businesses are dynamic, and so are the products they create. A slight modification to the product—whether it’s a new material, an updated manufacturing process, or a design tweak—renders the original document incomplete. To address the change, the organization must not only evaluate the change and determine if an entirely new regulatory submission is required, but also confirm consistency across related documents.
This isn’t just a challenge for regulatory compliance. It’s a challenge for any business process that relies on up-to-date information. Once a document becomes static, it creates a ripple effect of inefficiencies. Teams often spend countless hours tracking down the right version of a document, manually updating files, and ensuring alignment between departments.
And it doesn’t stop there. Documents often contain information that’s duplicated across multiple files—think about technical specifications, supplier details, or marketing copy. Every time one piece of information changes, all related documents need to be updated individually. This duplication not only wastes time but also increases the risk of inconsistencies slipping through.
Let’s say a supplier updates the material used in a component. The engineering team updates the design file, the manufacturing team updates its processes, and the regulatory team revises its compliance documents. But what happens when one of those updates is missed or delayed? Suddenly, the organization is working with conflicting information, leading to delays, errors, or worse—compliance violations.
The snapshot problem also limits collaboration. Teams that rely on document-based storage often find themselves working in silos, disconnected from other departments. Each group creates its own version of the “truth,” leading to miscommunication and inefficiencies that ripple across the organization.
Ultimately, the snapshot problem highlights the fundamental limitation of document-based storage: its inability to adapt. In today’s fast-paced business environment, static documents simply can’t keep up with the speed of change, leaving organizations stuck in an endless cycle of revisions, updates, and misalignment.
This problem isn’t just frustrating—it’s costly. From wasted labor hours to compliance risks and missed opportunities, the inefficiencies of static documents are a hidden drain on resources that many organizations simply accept as the cost of doing business. But it doesn’t have to be that way.
Three Core Shortcomings of Document-Based Storage
1. Limited Accessibility
Have you ever needed a piece of information but had no idea where to find it? Maybe it’s buried in a digital folder or stuffed in a filing cabinet. Document-based storage isolates data, making it hard to retrieve without knowing exactly where to look.
Take the example of design engineers and regulatory teams working on the same product. If the engineering team uses CAD software to create designs and then exports a static PDF to hand over to the regulatory team, the data becomes siloed. Every time there’s a change, the regulatory team must manually re-enter or replicate the data in their own system. This duplication of effort wastes time and increases the risk of errors.
2. Disconnected Data
Documents don’t exist in isolation—they’re part of a larger ecosystem. Yet, a document-based approach treats each file as its own entity. Imagine a manufacturing team that needs to reference design specs, quality control processes, and labeling requirements. Instead of seamlessly accessing interconnected data, they’re forced to open multiple static documents, often retyping or cross-referencing information manually.
This lack of connectivity becomes even more problematic when organizations work with external suppliers or partners. Sharing static documents means replicating the same information across multiple systems, creating redundancies and multiplying the risk of inconsistencies.
3. Inefficiency and Redundancy
Perhaps the biggest flaw in document-based storage is the sheer redundancy it creates. When one change ripples across a product—whether it’s a new component or an updated regulation—every associated document must be updated individually. This repetitive process not only consumes resources but also increases the likelihood of discrepancies slipping through the cracks. Each update carries the risk of misalignment, leading to potential compliance issues or product delays.
Introducing Object-Based Storage
So, what’s the alternative? Object-based storage reimagines how data is managed by treating each piece of information as a living, reusable object. Unlike documents, which are static snapshots, objects are dynamic and interconnected, allowing businesses to access, update, and repurpose data without unnecessary duplication.
Imagine running an airline. Every plane in your fleet has a maintenance record, passenger manifests, crew schedules, and safety checklists—all vital pieces of information. In a document-based system, each flight would generate its own set of static documents for these items. If there’s a change, like a maintenance issue, a mechanical upgrade, or a new safety requirement, you’d have to go back and update every single document tied to that change for every flight.
Now, think about how chaotic and inefficient that process becomes over time. Missed updates could lead to safety risks, and hours of labor would be spent manually editing redundant files across the system.
In an object-based system, however, the data works differently. Instead of duplicating information across dozens of static files, key details—like the plane’s maintenance record—exist as a single, dynamic object. This object is linked to every relevant part of the system: the flight schedule, the safety logs, and the regulatory compliance database. When the maintenance record is updated, the changes ripple through every connected system automatically. There’s no need to hunt down outdated files or worry about conflicting versions of the truth.
Why Does This Matter?
Whether you’re in the medical device industry or any other field, managing data efficiently is critical to staying competitive. Businesses are generating more data than ever, but relying on static, document-based systems makes it harder to leverage that information effectively.
Object-based storage isn’t just about saving time or reducing errors—it’s about transforming how businesses operate. It enables:
- Accessibility: Quickly find and use the data you need, no matter where it originates.
- Connectivity: Seamlessly link data points across departments, reducing silos and improving collaboration.
- Reusability: Repurpose existing data for new projects or updates without starting from scratch.
A Business Problem, Not Just a Regulatory One
Object-based storage redefines how businesses manage data. It’s not just a technological shift—it’s a strategic one.
While object-based storage has clear benefits for regulatory compliance, its applications extend far beyond that. Every business—whether it’s managing supply chains, designing products, or marketing services—relies on data. Shifting from document-based to object-based storage is about more than efficiency; it’s about effectiveness.
In Part Two of this series, we’ll take a closer look at how object-based systems work and why they’re the future of data management. From reducing labor costs to improving compliance, we’ll explore why businesses in every industry should be paying attention.
But for now, think about your own organization. How many hours are wasted searching for information, updating redundant documents, or fixing errors caused by outdated data? If these pain points resonate with you, it might be time to explore the possibilities of object-based storage.
If those pain points sound familiar, you’re not alone—and I promise, there’s a better way forward.