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The average business today is awash in a sea of data, and many find it impossible to keep track of it all. Enterprise Content Management systems are helping companies turn the tide, allowing them to not only manage their data but to strategically leverage it to generate growth.
Enterprise Content Management software (ECM) does more than simply serve as a document management system. Yes, it will help you manage, store, and organize all your company’s data and streamline business processes, but today’s ECM solutions help you to actually leverage all that data to increase efficiencies, improve compliance, and make better business decisions.
With the right ECM system, you’ll get the most out of your data and your people through automated processes, increased productivity, and a collaborative culture that gets things done.
As your organization grows, so will the amount of data and the number of employees. When each of those employees uses their own system for creating, naming, storing, and organizing business documents, you can end up with a jumbled mess of information that’s nearly impossible to find, let alone leverage to improve your organization.
from printed documents and multiple systems.
and view metadata to organize data in a central repository that’s quickly accessible to users in your organization.
and protect information from unauthorized access or modification.
by searching text, creation date, user, etc.
such as copying, hand delivery, filing, and more to save time and money.
Every business sector is seeing an explosion in the amount of data they need to manage but are limited by outdated technologies and a shrinking labor pool. Here are some common examples of industries that benefit from ECM.
The benefits of ECM aren’t just for major corporations. There are economical ECM solutions that can help small or midsize businesses that want to streamline their sales processes and employee onboarding. Even nonprofits that need to improve compliance, communication, and business processes can benefit.
The financial sector is data-driven and highly regulated. Historically, data was kept in paper form (e.g., check deposits, loan documents, applications). However, today’s financial landscape demands robust ECM technology that integrates with existing systems to manage and secure sensitive information and ensure compliance with strict state and federal regulations.
Speed, efficiency, and accuracy are all critical elements when caring for patients on the front lines in hospitals, clinics, and other medical facilities. Likewise, managing all the administrative work, including billing, insurance, reporting, medical records, deliveries, and more contributes to patients’ experiences. ECM helps align all these touchpoints to help healthcare providers focus on patients instead of paperwork, ensuring confidentiality and compliance.
A collaborative environment enhances learning and helps students thrive. ECM helps minimize paperwork for teachers and administrators, allowing them to spend more time with students. Curriculum and materials can be viewed from any computer and shared with others. Student records and archived information can be captured and stored securely to streamline processes and ensure uniformity.
Implementing an ECM solution is not a plug-and-play operation. The process, when done correctly, will take time and dedication if you want to ensure that your organization enjoys the full benefits of the ECM platform.
The following phases provide an overview of the general steps you’ll need to go through when working with your provider to implement an ECM solution.
ECM solutions are often rolled out in phases to address your biggest pain points first.
Determine your end goal, both financially and operationally.
An organization-wide initiative needs everyone on board.
Be transparent throughout the process and involve stakeholders.
It’s not unusual for some systems to no longer be needed while others may need to be added.
Have dedicated teams to oversee various initiatives (system configuration, testing, training, support, etc.).
Identify who needs access to information and establish permission controls and policies.
A trial run in a real-world environment helps identify potential issues.
Changes can be expected along the way.
Deploying your ECM is a major milestone; continue to communicate with your provider to maximize processes over time.
The best way to know whether ECM can truly improve your operations and help you reach your business goals is to fully grasp the challenges you’d like to overcome. Request a free, no-obligation needs assessment to discuss ECM options that can be tailored to your unique needs.
Stay up on today’s ECM technology challenges and innovations by reading one of our recent articles.
Adria M. Rosebrock, Manager of Advisor Training and Research
Kristine L. Vreugdenhil, MA. CETL Technical Solutions Architect/Project Manager
Green Bay Area Public School District
Wade Balson, CFO