Enterprise content management is a complete process that manages the lifecycle of the organization’s documents or content to be precise. It includes documents, spreadsheets, contracts, and scanned images. This process aims to ensure that the risk is eliminated by reducing the paperwork. It also increases productivity and process visibility is enhanced to a great extent.
What is ECM Solution?
ECM is an integrated term that is used to denote the strategy, and the complete process that is used to capture, manage, measure, and store information. The modern ECM term is not just associated with the simple scan and storing the documents. It means that the retrieval of the solutions and the capabilities of the platform are integrated into already existing solutions.
ECM was formerly used to store and secure process-related documents and this was considered to be its primary focus. Transactional content management is something that has been deployed to drive actions and solutions so that the organizations can take decisions and even this is just a small part of the ECM umbrella.
The former type of ECM used is no longer applicable as it does not allow the users to make decisions based on the documents stored. A successful ECM ensures that the changes in the processes and the tech management are done so that the right information is delivered to the right people at the right time.
Benefits of ECM
- The bottlenecks are cleared. The process visibility is increased and the efficiency is increased at the same time. This leads to lower costs and increased efficiency
- Access the archive and the related information anytime and anywhere
- Paper-based tasks are eliminated and record-keeping is made more effective
- Cross-platform references i.e. the content organization in the same way. This leads to process transparency and invaluable info sharing
Features of ECM
The right platform if used will make sure that the right solutions are integrated with the core applications and systems. The main 09 features that ECM must have are as follows:
Capture: This is the first part of the ECM where the documents regardless of their structure are captured smartly. The same system is also responsible for the info extraction when and where required.
Content Management: The complete content process is overviewed to make sure that the content is used by the team to work faster and more effectively.
Business Process Automation: Make sure that the reputable resources are combined and the most used processes are automated. The workflows must be developed to make the process of automation understandable to everyone.
Case Management: This makes sure that the information that has been stored is analyzed by the teams to make informed decisions that would save both time and cost. This 360-degree view will also ensure that the right decision is taken at the right time.
Customer Communication Management: Make sure that personalized content is created for the customers so that they feel valued. The communication needs at the same time are also met with full force.
Collaboration: Use the shared documents to communicate with the users so that all the teams remain on the same page. Both internal and external customers should be covered under the collaboration tools used.
Reporting and Analysis: Make sure that the analytics are run so that the right picture of the working of ECM is presented to the management
Search: Make the search easier and it will ensure that the content is found in time and no delays hamper productivity. It includes the search of repositories, sites, emails, and the list goes on.
Records and Retention Management: Ensure that the content and the regulatory requirements are met. The automated workflows will make sure that approvals, storage, and deletion become easy.