It’s not uncommon for a company to have collected many years worth of documents and data in old file cabinets, boxes, desks, computer systems and servers. Trying to retrieve an old invoice or customer correspondence becomes a major challenge.
An Enterprise Content Management (ECM) system can solve this dilemma, saving time, money and the headaches that come with the search. This powerful software can manage a wide variety of documents and also provide:
1. Improved Employee Production
The employee time wasted searching for and creating new versions of misplaced documents averages 30 minutes a day. Spread that out over twelve months and it ends up being more than what most employees earn in vacation time each year. Conversely, an ECM system substantially improves ROI, with recent research reporting savings of $7.50 for each dollar spent on implementation.
2. Improved Compliance
Missing or misplaced data can lead to poor decision-making and potential omission of compliance and regulatory rules enforcement that could threaten a company’s future. Businesses can use an ECM system to collect, store and organize data into a single repository to make it easily accessible helping to avoid finding your business not adhering to compliance standards.
3. Enhanced Search Function
Most computer software has an adequate search function for text files originally created within the platform. But what about images, scanned documents or media files? A robust ECM system features document imaging software that generates searchable text within scanned documents using optical character recognition. Images and media can be tagged with specific keywords and associated metadata, and items can be easily searched by text, document name, folder, path or creator.
4. Document Security
Using an ECM system can greatly enhance security measures for sensitive documents and data. Customized settings prohibit unauthorized users from accessing or modifying information, and document creation and deletion can be monitored. System logins, logouts and password changes can also be tracked. By optimizing records management practices, companies can mitigate risk and, if necessary, remain in compliance.
5. Automated Processes
Hand delivering documents and photocopying take up valuable time, interrupt workflows and can result in errors that compound security concerns. Managing documents using an ECM system allows authorized users to automate these processes, scan and import documents into customizable folder structures, and electronically access information across departments or across the world when integrated with the Cloud.
6. Document Linking
In a manual process, gathering years of documentation associated with a specific client or vendor might require an exhaustive physical search. An ECM system can compile and link corresponding files using metadata and keywords, even if they are located in different locations within the system. Gathering the content is done in a matter of seconds instead of hours.
7. On Demand Capture
Capturing, entering, importing or accessing data in an ECM system is not limited by geographic location. Authorized users can use their smartphones, tablets or other mobile device to remain remotely connected.
Implementing an ECM solution can increase efficiencies, enhance security measures, improve collaboration and result in considerable savings for your business. Contact an expert at Gordon Flesch Company for a free consultation to learn how an Enterprise Content Management system can improve your business.