How did Information Management become so complex in the first place? The six key reasons

Organisations have more information than ever before, and where technology was once held the promise simplifying all of this, today the sheer variety of systems and software platforms can feel like a challenge in itself.

The Association for Intelligent Information Management, for example, published a survey back in 2023 showing that the average organization uses five different Information Management (IM) systems. From just three in 2013.

How did complexity on this scale even emerge?

In most companies, different departments pick different tools: Marketing might choose a campaign platform, Finance an invoicing app, and HR an applicant tracking system. Each tool works in isolation – and rarely connects with others.

Over time, this builds up. In less than a decade, you could be managing 20+ disconnected IM systems.

1. Of clouds, SaaS and on-demand software

Cloud-based apps lowered the barrier to entry for many services. People can now subscribe to software quickly, without much oversight. While this approach encourages innovation, it also leads to uncontrolled adoption across teams. Multiple apps may overlap or store data in disconnected silos. By the time leadership steps in, staff are already using these tools at scale, the disruption of switching off those systems often feels more painful than letting them continue.

2. Shadow IT

You might not be immediately familiar with the term, but the issue is more common that you think.

Shadow IT refers to employees using unapproved tools to get work — whether that’s storing documents on a personal cloud drive, using an unlicensed messaging app, or relying on disallowed AI platforms. These tools are often convenient in the short term, but they operate outside of IT oversight.

According to IBM’s 2024 Cost of a Data Breach report, one in three data breaches globally involve shadow IT.

3. The stickiness of legacy systems

This is one of the most common challenges we encounter with organizations: Many still rely on older software because it supports essential operations. Replacing these systems can feel risky, costly, or disruptive, especially if they’ve been customised over time. Meanwhile, new tools keep being added. The result is a patchwork of outdated and modern platforms, held together by manual processes or custom code. These legacy systems are often difficult to update or integrate, leading to even greater fragmentation.

4. Mergers, acquisitions and rapid growth

Two companies means two sets of tools. And, while the solution – picking a best-in-class platform for each need –  might sound simple, without proper integration, complexity can quickly double.

Fast-growing businesses may also open new offices, expand into new markets, or launch new services — each introducing its own systems. Without coordination, this leads to more duplication and confusion.

The U.S. based Data Warehousing Institute (TDWI) underscores that failing to allocate resources to these “minor” complexities during a merger can lead to long-term inefficiencies. In reality, they require serious IT planning and support to simplify, not multiply, your systems.

5. Remote and hybrid: A new normal (and challenge)

Remote and hybrid work models have become more common, including in Ireland’s banking, telecoms, and professional services sectors. To stay connected, teams often adopt their own file-sharing or communication tools, sometimes without central IT coordination.

While these tools offer flexibility, they also increase the number of disconnected systems in use. Much like regulatory pressures (covered below), remote work environments can heighten security concerns for IT teams — leading to more tools, extended access to legacy platforms, or new workflows introduced in haste.

These risks are legitimate, but unless managed properly, they often result in more complexity — not less.

6. Regulatory pressures are getting tighter

Rules like GDPR and HIPAA require strict oversight of how data is stored, accessed, and shared. A scattered IT environment makes it difficult to locate and protect sensitive information — and can create major roadblocks during audits or regulatory reviews.

In this climate, it’s easy for organisations to keep adding tools in the name of compliance — especially after a high-profile data breach or legal case in their industry. But these quick fixes often make the environment even more complex, rather than more secure.

This affects people, too

Employees often waste hours each week searching for documents, switching between platforms, or struggling with outdated systems. According to a U.K. based study, employees lose around 360 hours a year, roughly 25% of their time, just trying to find relevant information.

In Ireland, where many organisations operate with lean teams, this kind of inefficiency has a direct impact on morale and productivity. When these frustrations are left unresolved, people feel undervalued — and more likely to leave. Turnover adds even more strain to already stretched teams.IT Pro, an industry publication, described this challenge as kind of a  “digital hide and seek”, and that’s exactly what it feels like when information is spread across too many disconnected tools.

Looking ahead

There’s good news, too. Reducing complexity in your information systems doesn’t have to be a huge, expensive transformation. Even small steps — like identifying system overlaps or removing duplicates — can create meaningful improvements.

We’ll cover how to assess your current tools, build more connected workflows, and reduce risk and wasted time.

By bringing structure to your data, you empower your teams, improve compliance, and create space for smarter business decisions.

Ready to simplify your information systems?

Get in touch with Crown Information Management Ireland for a free consultation — and discover how we can help reduce complexity, improve compliance, and save your business time and money.