Enterprise content management (ECM) is the systematic process of collecting and organizing information of an organization that is used by a designated audience—business executives, customers. The term encompasses the strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle. It is not enough to ‘manage’ content.
ECM gives the ability to access the correct information and record to achieved business goals. The primary goal of ECM is to eliminate ad hoc processes that can expose an organization to regulatory compliance risks and other potential problems.
Organizations that publish content in huge amount need proper strategies to manage their content to improve operational efficiencies, reduce cost, and adhere to compliance mandates. This is where Enterprise Content Management comes in handy. It is a set of guidelines, processes, and strategies that enables organizations to organize, store, and deliver critical information with its employees, partners, customers, and stakeholders. Powered by newfangled technologies ECM is compatible with most business file types that encompasses image files, computer aided design (CAD), among many others.
ECM can be categorized into five major components namely capture, manage, store, preserve and deliver.
Capture component involves creating digital information by converting paper documents into digital formats.
Manage component mainly encapsulates connecting, modifying, and employing information through software-based document management applications.
Store component stores data in flexible folders that allows editing in order to create back up of frequently changing datasets.
The preserve component backs up infrequently changing and less used data in order to adhere to compliance mandates.
Deliver components provides clients, partners, and end users with data on their request.
Enterprise content management can assist organizations to better manage compliance regulations.
An effective ECM can eliminate bottlenecks, nullify storage related issues, and reduce dependence on paper documents.
It can successfully dodge cyber attacks; prevent frauds and data breaches, thereby strengthening the security measures adopted by an organization.
Enterprise content management is changing frequently to accommodate the recent technological trends in or to remain relevant in the ever-evolving technology realm. While ECM offers umpteen capabilities to content-based organizations, companies are seeking more flexibility to better manage their content data. To this end, ECM allows businesses to opt for one-off software purchases, eliminating those from the ECM suite that doesn’t fit into their organizational fulcrum.
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