ECM is the process of managing the entire lifecycle of an organization’s content, including documents, spreadsheets, contracts and scanned images. It is an umbrella term for the technology, strategy, and method used to capture, manage, access, integrate, measure and store information. The enterprise content management industry has been growing steadily over the past several years and is expected to hit over $32 billion in revenue by 2027. Let’s take a look at the concept and see if it can help solve some of your common organizational problems.
Document Management VS Enterprise Content Management
The information technology industry today is full of acronyms and abbreviations. We hear acronyms like CMS for Content Management System, DMS for Document Management System, and ECM for Enterprise Content Management all the time. But do we really understand the differences between these systems? Before finalizing a system to manage your content, it is crucial to understand the various systems and their scopes. In the following we will concentrate on EMC (Enterprise Content Management). EMS is a broader system and refers to the overall approach you use to systematically organize all of your company’s content, structured or not. ECM attempts to organize all of your company’s assets such as memos, presentations, videos, spreadsheets in a variety of formats, PDF’s, Word documents, and images, collectively so they are readily available and easily accessed. Like any other business asset, all the content must be managed. For it to be useful over time, it needs to be organized, searchable, and secure. A successful ECM helps you tackle changes in technology and the way we work, and combats information silos by delivering the right information to the right people at the right time. Both the systems, ECM and DMS, are enterprise-level solutions that help increase efficiency, reduce processing time, minimize operational costs, and streamline internal processes. DMS is actually a subset of ECM. Content services describe flexible and often cloud-based offerings that enable effective access to, use of, and management of information across the organization by users, processes, and applications. Choosing the right solution for your organization depends on your requirements.
Why Do I Need ECM?
Most companies determine that they need a strategic EMC (Enterprise Content Management) solution after they have identified an overarching business challenge, like handling too much paper or unstructured information that causes bottlenecks when trying to process, access or store the information. If it takes a lot of time to retrieve documents and other files, you would benefit from a centralized document storage solution that makes searching for documents easier. If your business is heavily regulated, an ECM would help you manage documents so your business remains compliant.
Critical Steps For Successful ECM Implementation
No matter how technically sound your ECM (Enterprise Content Management) system is, it won’t succeed unless you’ve properly prepared your employees for how the solution will change their existing work environment. Using an ECM system is a skill of its own, so be sure to provide training. You do not want your employees frustrated as that will diminish the effectiveness of the system. Enlist a team of stakeholders. Many people think that an ECM implementation is centered around technology, but the success of your ECM program depends only minimally on the technology you choose. A much more important consideration is around your stakeholders — the people and leaders of teams who will use or benefit from the ECM system. You should examine how they feel about the project and whether the ECM system it produces meets their needs. Input from your stakeholders will help you to understand how an ECM system affects different departments of the business. This understanding will improve your chances of success. Implement content tagging. Determine if there are ways to identify your content that could help with search, navigation, and workflows. For example, think about how web engineering could improve business processes. Understand how you can automate or simplify the creation of tags for pieces of content as your users interact with content during its lifecycle.
After completing a successful implementation, the work is not over. An ECM must adapt to new realities if it will remain viable and valuable to an organization. You should include in your plan the capability to build, integrate, and refine your ECM to deliver future business value.
Waltz Can Help Your Company With Enterprise Content Management (ECM)
- Business Analysis to discover possible inefficiencies within workflow automation
- Process Improvement Plan
- Tailored Document Management Solutions that is unique to your business
- Training on industry-leading software
About Waltz Business Solutions
“If your document haltz… Call Waltz!” Waltz Business Solutions offers copying, printing, faxing and document storage solutions from the best in the industry – Kyocera, Hewlett Packard, and Samsung.
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