Enterprise Content Management (ECM) is a technology system solution designed to manage, store and organize a business’ documents, which streamlines business processes and makes day-to-day operations more efficient.
Here are five key components and benefits that an ECM solution offers to businesses of all kinds:
1. Digital Capture
Managing your business’ content begins with capturing and importing your information into a secure digital repository. Documents can be captured and digitized using a variety of methods, including utilizing electronic forms and scanning paper documents, or importing content that was already digital, such as Microsoft Office documents.
Documents that would typically be archived in the repository include:
- Invoices from vendors
- Resumes from job applicants
- E-mail correspondence
- Research reports
- Miscellaneous documents
2. Central Repository
A central repository allows users to view or edit any document in the repository, view document metadata and organize documents. The repository makes it easier to find the documents and store them securely. It also improves employee collaboration, since employees across departments will have access to any document within the repository.
3. Document Security
ECM solutions optimize records management practices and protect against risk, while also providing a hassle-free way to stay up to date on increasing compliance restrictions. By using customizable security settings, ECM allows organizations to protect information from unauthorized access or modification.
ECM helps increase security by allowing users to:
- Restrict access to folders, documents, fields and other information
- Monitor system login and logout
- Monitor document creation and destruction
- Monitor password changes
4. Document Retrieval
Within the repository, you can find any document using full-text search, or by searching different aspects of a document, such as its creation date, names of users who have edited the document or any other number of metadata. This cuts down on the time spent searching for information, which improves employee productivity and customer service.
5. Automated Document-Driven Processes
The automation of document-driven processes increases workplace efficiency by eliminating manual tasks, such as photocopying and hand delivering different documents. By automating these processes, they become more cost-efficient, streamlined and error-free.
The benefits of ECM solutions are endless, and ECM can be used for any department in any type of industry from healthcare to construction. Many businesses find that after integrating an ECM solution into their workflow, their content management system returns over $7 for every dollar invested. By implementing a custom solution, business analysts can help determine the right applications of an ECM solution to optimize your unique business processes, and they can guide you in using ECM in a way that will best benefit your business.
Think your organization could benefit from an ECM solution? Contact us today for a free, no-obligation consultation!