Content produced by organizations goes through a content flow of business. Put simply, it includes internal as well as external information. Internal content refers to financial records, accounting, reports, guides, customer care files, operational documents (proposals, contracts, etc.), policies, etc. External content, on the other hand, refers to invoices, marketing collateral, contract, payment vouchers, etc. It sometimes intersects with internal content as well. Every firm has to put in order various chunks of scanned, printed and digital documents, and this is where enterprise content management solutions come to the rescue.
Enterprise content management systems manages all the processes during a document’s journey – from creation to sharing, review, and publication. Some of the features of Enterprise Content Management System are:
- Reduces storage costs as it allows you to store exactly what you need
- Reduces operating costs by reducing storage costs
- Improves workflows that result from moving documents to electronic formats
- Boosts productivity by providing the required and right information at the right time in the right hands. Thus, it allows for automation of routine processes/tasks
- Improves decision-making process as it allows organizations to cut costs, and improve efficiencies.
- Better customer satisfaction as personnel get easy access to the required information in a timely manner
Choose the right Enterprise Content Management System
Whatever your business needs may be, there are certain patterns that you can recognize while choosing the right ECM system:
Seamless Integration: The main priority for organizations is accessibility of document, images, videos, applications, etc. in a timely manner. Only storing the content doesn’t suffice; it has to be isolated with orders, invoices, claims, forms, (documents of high importance). An ECM seamlessly combines scattered content under one controlling system to be accessed by authorized users. Moreover, the software helps you to organize your data with respect to content, date, type etc which helps you to quickly search the right document.
Retention and Records Management: It is important to hold compliance-sensitive information under prescribed records management as well as retention policy. With the help of an ECM system, the sensitive information is kept under control with controlled data access. Organizations, with the help of ECM, can optimize digital content assets, which can help save data storage to automatically remove redundant files.
Digital Content: The reason for managing digital assets such as videos, images, PDFs, audio files, etc. requires special processing because of their metadata requirements and file size. Therefore, a rich media management system can improve content usage for organizations and publishers so that they can save and optimize files without the worry of duplication. Further, you can deploy some API’s that can automate the process of checking plagiarism and copyright issues in your content.
Data Analytics: With the help of right content management software you can also get to know some data points, for example: which type of data is being read more, comparison data points (with date etc), geographical wise interest, who is updating the records and at what frequency. Moreover you can also get to know the number of time(s) your pdf and other files were viewed from a particular IP or an user which helps you to take necessary decisions in framing content strategy for your upcoming campaigns and marketing events.
Every company has a unique business requirement, and considering this, the best enterprise content management systems should be selected to archive and digitize documents.