Enterprise Content Management – Quick Guide

The lifecycle of content within an organization can involve multiple processes that may be hard to keep track of. Businesses today depend on enterprise content management solutions to create a comprehensive platform for the enterprise to manage information right from the collection of content to the final stage of the cycle.

With increased innovation, more can be accomplished as the handling of content is automated and various sectors of industry are interlinked with access to carefully planned content that is centrally managed.

What is Enterprise Content Management?

Basically, it is a system designed to provide a solution for managing documents within an enterprise. Different kinds of unstructured content like documents in Word, PDF, or even scanned documents are stored in an easy-to-access location but access is restricted to authorized persons.

Whether it is an educational institution managing learners' information, or a government agency storing varied kinds of data, all organizations need to be able to do business better and ECM systems give them the ability to do so.

A key feature of this solution is its elimination of paper documents or at least minimizing their need and use. You can imagine how much more organized a department will be if it doesn't have to go through stocks of papers whenever a document is needed. Content management solutions bring about structure within the enterprise and that creates

Efficiency.

Features of Enterprise Content Management System

Digital Document Capture

The whole management process begins with the capture of content from various sources and storing it in a digital repository. The repository however needs to be secure. Any kind of content can be stored for example resumes, contact lists, contracts, invoices, reports, and so on. This process can be done by:

• Creating digital forms like job applications.
• Collecting files from digital sources like Word documents and PDFs.
• Scanning paper documents and saving them.
• Accessing shared locations and downloading content.

Storage of Documents in a Digital System

Documents are stored according to an organization's storage policy. This means specific documents are stored in a particular repository and a defined format. The documents though need to be accessible for editing, viewing and should be easily moved.

This differs from manual repositories in the ease of access and how easy it is to store and retrieve the documents when needed.

Retrieve Documents from Repository

Once the content has been securely stored, it is then made retrievable using various devices. Modern ECMS provides cloud storage which means the content can be accessed on the go, whether you are using a smartphone while having coffee at Starbucks or seated at a desktop in the office. Some of the ways you can find particular content include:

• Full-text search.
• Specific word search.
• Document metadata.
• Date document was created.

Process Automation

When automation comes into the picture, manual processes like making several copies of the same document or dragging and dropping content into documents are eliminated. Enterprises are able to maximize minimal resources to achieve maximum results. Creation, approval, and delivery of documents are just some of the processes that are automated to improve efficiency in the management of content. Some automation features of enterprise content management solutions include:

• Timely routing of documents or information to the right recipients.
• Notification of recipients when they need to act on particular documents.
• Edit content to identify and eliminate errors.

Data Safety

There are various document risks that organizations may be exposed to. Many of them use these systems to minimize risks. Data safety is part of regulatory compliance therefore most enterprises in various industries need to ensure data safety at all times. Unauthorized access, editing, and destruction. Main features here include:

• Access restriction to documents, folders, and various properties of documents.
• Provide monitored trails of document access, editing, and deletion.
• Controlling all forms of access to content within the system.

Why Enterprise Content Management?

A lot of big organizations are pleased with the impact of this software on their business. Experts predict that the industry will be worth $67 billion by 2022 and that is for good reason. Enterprise content management is much more than a tool to prevent chaos in the office when you need to find documents. There are some solid reasons that a business should consider introducing it. Below are some convincing ones.

Lower Expenditure with Increased Revenue

Certain direct costs can be reduced with the introduction of the right enterprise content management solution. These savings can be reallocated to other areas of the business that will produce more returns on investment. Some of the savings a business can enjoy include:

• Reduction in spending on storage space for files as well as document management.
• Reduced spending on mailing and other physical delivery options since digital documents can be sent automatically.
• Easier visibility of opportunities like upselling and contract renewals.
• Most ECM vendors allow an organization to choose a package that suits their budget and needs.

Enterprise Content Management Solutions Save Time and Increase Productivity

Searching for documents is one of the leading time-wasting activities in the office. Statistics indicate that on average, employees spend 30% of their time looking for files. That means 2 hours and 40 minutes of an 8-hour working day is spent playing hide and seek with important documents needed to carry out different processes. With software that ensures content is stored in a central location and can be found by simply typing the name, you can reclaim those hours and put the saved time towards more productive activities.

Enhanced Collaboration

Most enterprises today depend on collaboration and teamwork to get things done better and faster. ECM solutions make this possible through easy access to content. For example, the HR department may need to collaborate with finance on payrolls and the sales department will need to collaborate with legal minds to create contracts. Having digital files in a central location means that these teams do not have to meet in the boardroom to exchange documents, they can simply access them within the system from wherever they are. It makes it faster, more comfortable, and efficient

Heightened Data Security with Flexible Access

Although your business needs to have strict data security guidelines in place, there should not be blanket restrictions on access in place. Content management software provides flexible access so that the organization can put in place access guidelines that give individuals access to content that they need and restricts access to particular content. This system is more reliable and can be improved through updates depending on threats detected. It also meets industry regulatory guidelines.

Enterprise Content Management Software Improves Service Delivery

Service delivery is essential for businesses to attract and retain customers. A McKinsey study identifies poor customer service as a key reason for the termination of contracts. Organizations can ensure this is not them if they can guarantee prompt service. With this service, document management can be automated, services can be personalized and errors can be minimized, these are just a few of the ways in which service delivery can meet customer expectations. It should go without saying also, that good service delivery can translate into a healthy bank account for the organization.

Who Needs ECM?

Just about any kind of organization that deals with large amounts of information can benefit from using this software. If your business needs to centralize data storage and have it easily accessed, then it would be a good idea to adopt content management solutions.

If you have departments that are drowning in paperwork and you would like to save them from the hassle of dealing with paper documents, then this is for you. It will also be a step towards automating certain processes within your organization for better efficiency.

Final Word

There are different stages of adopting content management for an enterprise. You should not jump to the advanced stages without going through processes like evaluation of your needs and getting the people within the enterprise used to the idea of new technology. The return on investment is almost guaranteed as long as you have the right solution with the right features, as you advance in adoption of the solution, you will also see the returns growing steadily.

Windward offers document automation software solutions like Core and Hub which are part of the Enterprise content management system. Know more about them and try them free for 14-days to check if it suits your document generation needs.