Human civilization has been witnessing a burgeoning growth in the amount of information everywhere. With this upsurge in the volume of the content, it has become mandatory to manage it in a proper manner. The data we have created so far was at the mark of 4.4 zettabytes in the year 2013, however, the same digital universe is about to touch a whole new level by growing to the size of 44 zettabytes in 2020.
This is where ECM (Enterprise Content Management) comes into play. It enables the organization to reduce exposure to risk and litigation. This is because it provides policy management including the location of the content, persons who can access it and duration of its lifecycle. An ECM ensures improved productivity by enhancing the way you and your team work in collaboration as far as managing the unstructured content.
But organizations many times face absolute confusion when it comes to choosing the ideal Enterprise Content Management System. In this article, we are going to shed light on the areas that should be carefully examined before selecting the ECM system:
Integration with Business Processes
A good Enterprise Content Management System transforms any organization into a “content-enabled” one. This makes all the updated and most precise information is quickly available in context of different business processes. Once all your key business applications have become content enabled, costs are cut down due to the improved efficiency, minimized dependency on paper documents and information and requirements of physical storage are brought down.
Key ECM Capabilities
It is important that an ECM system should be easily able to manage any type of unstructured content including pdfs, Microsoft documents, videos, scanned images, operating procedures, engineering documents and so forth.
It should be the one ultimate source to get the latest version of any file, the approved marketing imagery, the most current procedural document and much more. ECM systems should be able to simplify the discovery of content for any employee while providing appropriate and flexible access.
Moreover, a right ECM system should have the ability to conduct a proper search, versioning, rendition and compound support among other features.
Content Availability, Anytime and Anywhere
One of the main keys here is to provide access to the content whenever and wherever they might be.
One hand it is necessary it is necessary to keep the mobile application usage in mind, on the other hand, it’s equally mandatory to provide content access within common desktop apps along with the local file system.
Other Parameters
Integration with the Existing IT Asset– It is required for an ECM to flexibly integrate with existing IT assets. This is because it tends to cut down costs that is not the scenario when compared to executing fresh supporting systems.
Content Workflow - An ideal ECM system should have an adequate and expandable workflow capabilities in order to fulfill the business’ requirements.
Digital Asset Management and enterprise level features – An ECM system should come up with efficient DAM system and various features such as Multi-language support, Reporting, Auditing, Manageability, scalability, and security.
All of the above areas should be thoroughly analyzed before selecting an ECM system. If still surrounded by confusion, get in touch with a web application development company that can provide various top-notch solutions such as implementation of ECM system (for example Kentico CMS system), 24/7 assistance, and much more.
So what are you waiting for? Go and implement an ECM system and watch your business touch new heights of success!