What is Enterprise Content Management?
Enterprise Content Management (ECM) software is an enhanced document management system. Like document management, an ECM solution helps you capture, store, and retrieve your paper and electronic data in a single electronic location. Then, add in the ability to manage a larger variety of content, automate processes, track statuses in real-time, and integrate with your current business applications, and you have an ECM solution.
ECM has evolved over the years, so there’s a good chance you’ve heard of terms like document management, and most recently, content services. Whether you call it document management, enterprise content management, or content services, at their core, all of these solutions have a similar goal, which is to help you be more efficient, save money and time, and have better visibility into the vitals and pulse of your business operations.
An ECM solution is very versatile. If your organization is burdened with paper overload or has difficulty locating the correct documents in a timely manner, ECM is worth your consideration. Additionally, if you struggle to keep up with compliance regulations as levels of compliance and required audits increase, ECM will be very beneficial for you. This is because with an ECM solution keeping track of your information, you can provide remote, secure access to critical documentation easily, and at a moment’s notice.
Where to Use
ECM Solution Results
Reduce Operating Costs
With an ECM solution, you can slash your paper consumption significantly, and reduce your printing and shipping fees in the process. You may even have more space than you know what to do with after you eliminate all those old filing cabinets that once held your paper documents.
When you can instantly access necessary documents at a moment’s notice, you unlock a considerable amount of free time. How you spend that time is up to you, and chances are, you’ve got no shortage of important tasks to complete. With ECM, productivity is a given.
Improve Customer Service
Your ECM solution provides you instant access, which gives you real-time 360-degree visibility into the status of all your requests and transactions. As a result, you can serve up faster, better customer service than ever before, which is sure to be an advantage over your competitors.
Access Content Anywhere
Whether you travel, work from home, or on-the-go from meeting to meeting, ECM allows you to keep life moving. Staff can gain access to secure information anywhere, anytime. Mobile access provides managers the ability to easily approve things. Plan for your future and invest in ECM in the cloud.
ECM is an effective way to minimize risk in your business processes. ECM solutions enforce security policies while keeping track of all activities that occur on your documents. They also can report and audit both information you already have and may need. Another perk of ECM is their ability to automate retention times and records management.
Data drives organizations, so it’s desirable to have a lot of it, but the more you have, the easier mistakes are. When you have high volumes of critical information, incomplete, duplicated and misfiled documents become more commonplace. ECM will help you to get organized and streamline your business processes so that these mistakes can be eliminated.
Enterprise Content Management
How ECM Solves Common Business Process Challenges
01.We have too much paper!
02.Where is that document?
03.Which version is the right version?
04.This process takes forever!
05.Compliance regulations are keeping me up at night.
We have too much paper!
Paper, by way of applications, resumes, receipts, work orders, invoices, bills, and more, consumes time across an entire organization because of the ways the company interacts with it.
Slow processing, difficulty retrieving files, incomplete information, duplicated work, the physical space it consumes, the employees’ time it consumes…these are all reasons to implement an ECM solution.
A digitized content management solution can eliminate wasteful, unproductive steps from your operational and administrative processes.
Where is that document?
Overwhelmed with paper is one thing, overwhelmed by information is another. After all, most of us would prefer to eliminate paper if we had the chance to. Information on the other hand? It’s the lifeblood of a competitive company. The more information you have, the better…right? If your information is disorganized, misfiled, or plainly lost, you can’t use the information you worked so hard to obtain. An ECM solution can reduce the time to retrieve files and complete system audits. Documents are centralized, searchable, and with the right solution, automatically linked to appropriate accounts/customers/patients/employees/etc. An ECM solution can bring clarity to all of your data (electronic and otherwise) and allow for easy tracking of critical documents.
Which version is the right version?
Too many versions of “final” documents create headaches. An ECM solution that allows for document management and version/revision control will leave you stress (and headache) free. Businesses can centralize the management of changing business documents, and provide offline synchronization for remote users, ensuring that everyone is accessing the most up-to-date version of the document in question. You will be able to manage the creation, revision, and distribution of critical business documents and therefore, no longer need to worry about those “old version” mishaps.
This process takes forever!
Most organizations have some version of a low-value task and moving paper from one employee to another is definitely an example of one. Placing a request for file retrieval, the actual act of retrieving the file, then sending it, and finally reviewing it takes time out of your day that could be spent on higher-quality items. An ECM solution can help eliminate low-value tasks such as this. Workflow tools automatically process work and can be easily configured to meet rapidly changing business conditions. Only the right people will be able to access documents and information; this improves customer service with faster file review turnaround times, reduces costs by freeing staff from manual tasks, and helps enforce consistent business practices that ensure accountability and compliance.
Compliance regulations are keeping me up at night.
With the increasing levels of compliance regulations and required audits (both internal and external), keeping track of necessary documents is more critical now than ever before. A well thought out ECM solution can ease minds and facilitate audits and other compliance requirements with ease. You can provide remote, secure, access to critical documentation when needed, as well as manage the length of retention and final disposition of documents. You set the date and the system will automatically purge that document for you!
One Central Document Repository
Madison Metropolitan Sewerage District (MMSD) wanted to digitize content, develop automated processes, and get the rest of their organization on board to become more efficient. OnBase Software, an ECM platform, helped them accomplish their goals today and future needs.