Many establishments encounter a situation whereby they find it hard to access particular documents despite them being stored in the supposedly easy-to-find electronic format. This may happen because the contents are largely unorganized and as such they do not make it to the establishment’s database. Such a situation is far from ideal because it is possible that some of these documents could help that organization make sound decisions. A reprieve is however available in the form of enterprise content management - ECM software. This suite is a combination of plans, techniques and tools which are geared to acquire, administrate, store, save, and deliver documents and files, and thus enabling the streamlining of an establishment’s business processes.
With the help of an ECM suite we can manage an electronic file from its inception to its disposal or death. The system will be able to achieve this by streamlining the content flow, systems and processes that the document is supposed to go through in its lifespan. ECM software caps these capabilities by creating links among people, processes, and documents/contents. This way any unstructured data is delivered through the right avenues, in the right format, and in a timely fashion to prevent bottleneck situations.
Every organization desires structured data so as to ease the maintenance of work orders, supply chains, ERP systems, environment, health and safety (EHS), and relational databases. As such, ECM suites ensure that any unstructured documents - with the common culprits being emails, spreadsheets, web pages and even video, audios and images (rich media) - are well managed.
A typical ECM software suite has features such as document capture and management, digital asset management for rich media, workflow tools/business process management, collaboration tools for team content decision and creation making, email and web content management, content reporting, and records storage and archiving. With all these capabilities your organization will certainly be able to enjoy multiple benefits in the form of a complete user experience, the ability to control costs, and more importantly, empowered and informed decision making, and the promotion of innovation and agility.
There are several workplace observations that led companies to implement ECM suites in their systems. From a business point of view these concerns include transparency, accountability, productivity, continuity, collaboration, litigation risks emanating from electronic file discovery, and ultimately, cost. From the IT angle the concerns that can be cited include the integration of unstructured content, incorporation of enterprise info to the IT infrastructure, attaining business intelligence by establishing links from different sources in the organization, establishing KPI (key performance indicators) and scoreboard, achieving Web 2.0 goals of social networking and collaboration, implementation of cloud computing/SaaS –Software as a Service to ensure contents are accessible via web browsers, and ultimately, achieving total security to protect an establishment’s documents from cyber threats.
The essence of ECM Software for businesses