Enterprise content management makes it easy for people associated with your organization, such as your employees, business stakeholders, and customers, to obtain, organize, store, and deliver relevant information.

The purpose of ECM software is to capture the information being generated across the organization, store it in a central repository, make it accessible to authorized users regardless of the device they’re on, provide tools to manage it, and preserve its integrity throughout its lifecycle.

Enterprise content management solutions have evolved from document management systems of yesteryear. The idea behind document management systems was to digitize physical documents such as invoices and contracts for record keeping. With the arrival of the digital age, the information critical to organizations was not just restricted to documents and text but included all sorts of digital content such as images, videos, and audio. As a result, the modern enterprise content management system was born.

Why do we need enterprise content management?

Today’s enterprise content management systems go head-to head with the latest technology and tools. They can read and tabulate unstructured data from your document management systems, identify and remove files with duplicate content, and enforce user account control.

Modern cloud ECMs can read the text inside of a video, PDF, and image files to return the most relevant search results. They have integration with AI workflows such as machine learning, big data, and natural language processing (NLP). In addition, advancements in mobile technology are making for even stronger ECM systems. You may use apps to scan and convert physical documents into digital forms with the device’s inbuilt camera and the ECM’s optical character recognition (OCR) tool.

Moreover, vendors are trying their best to ensure that their ECM solution works with most business intelligence (BI) as well as business analytics solutions in the market in addition to theirs.

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Collaboration is another area where modern ECM systems shine. Thanks to the advancements in cloud technology, people in your organization can access and edit the same piece of content at the same time. Also, the data will remain safe in case a disaster strikes your organization.

Furthermore, companies that do not implement an ECM risk losing time and productivity as well as potential noncompliance with corporate policies and regulations.

Components of an ECM system

An enterprise content management system tends to be a complex system with various modules working in unison. The modules are to create, manage and, share documents including legal contracts. Also, customers expect their ECM systems to automate tasks. Here are the components found in an ECM system:

1. Data capture
2. Data management
3. Data storage
4. Data preservation
5. Data delivery

Benefits of using an ECM system

ECM systems improve management, security, accessibility, discoverability, and the safety of the content that builds the information landscape in your organization. The contract you signed a decade ago should not go missing or be impossible to find at the time of renewal.

Enterprise content management solutions have come a long way and they are only getting better. Let’s see what modern ECM systems are up to these days:

Contract management

If you are an ITSM, MSP, or KPO, contracts are the way you do business with your clients. Whether it’s a business agreement, non-disclosure agreement (NDA), service level agreement (SLA), legal contract, or statement of work (SOW) agreement, you need to keep a copy of the contract in a secure place and make sure it’s accessible to authorized personnel at any time regardless of the device they are using.

You do not want your business analysts digging through their hard drive and local network looking for the SLA document when on a Zoom call with a client. Without using an ECM system to manage contracts, you are putting on an embarrassing front to your clients.

HR automation

Employee training is a core HR responsibility. You have to find the training candidates, seek permission from their supervisors, shortlist and recruit trainers, measure the outcomes, and then report the results to management.

From planning to execution, employee training requires access to various types of information. You need information on the candidates, potential trainers in your database, and reports on previous training and their outcomes.

Without an ECM system, the HR department must contact several people in the organization in order to gather this information. With HR automation in place, they will have the information they need as soon as they add employees to the training module in their HRMS which would save time and effort.

Business process automation

Modern organizations are a collection of various business processes that are working together towards a common goal. Of course, the success of these business processes requires dedicated teams that are working 24/7.

With the advancements in automation technology, a lot of organizations are automating parts of these business processes. For example, you can automate a part of your chat support system with chatbots. However, in order for a chatbot to replace a human it should have access to the same pool of information that your chat reps have but in a machine-readable form.

The success of your chatbot will rely significantly on the amount of information it can access at any given time. Without a modern ECM setup, this would be impossible to achieve. You may have to check with your ECM vendor if it allows for integration with a chatbot platform.

Case management

For healthcare institutes, storing and managing physical and electronic medical records (EMRs) of their patients bring about too many challenges. In addition, they need to access and store medical records of new cases. They have to share the data with health insurance providers, who review the records to determine the premium amount.

For a case manager handling a customer’s medical records in order to help them obtain the best healthcare services, they require analysis of the records. An ECM system integrated with the EMRs they are handling will make the process easier for the case managers, as well as cost efficient and beneficial for the patient.

Content management

Modern organizations are generating enough content to make their management a nightmare and their storage a cost concern. Fortunately, modern ECM solutions and the latest technology have gotten better with time so that organizations forget the anxiety that comes with storing more content that they can consume.

Choosing your ECM system: Comparing off-the-shelf solutions and custom developments

Whether to use an off-the-shelf enterprise content management system or a custom-developed one depends on various factors related to your organization's needs, resources, and objectives. Each approach has its own advantages and potential drawbacks.

Off-the-shelf ECM systems

These are typically pre-built solutions offered by vendors and they come with a range of features.

Pros:

• Quick implementation: They are typically ready to deploy immediately or require minimal setup time.
• Lower initial costs: They often have lower upfront costs compared to a custom solution.
• Ongoing support: Vendors typically provide ongoing support and regular updates.
• Standardization: These solutions generally adhere to industry standards, making integration with other systems easier.

Cons:

• Less flexibility: Since they are pre-designed, they might not exactly match your specific requirements or business processes.
• Dependence on vendor: If the vendor discontinues support or goes out of business, it could impact your operations.
• Potential for unused features: You might end up paying for features you don't need.

Custom-developed ECM systems

These are tailor-made solutions developed to meet your organization's specific needs.

Pros:

• Tailored solution: They can be designed to match your exact requirements, providing a perfect fit for your business processes.
• Scalability: They can be designed to scale with your business growth.
• Competitive advantage: A unique, custom system could provide a competitive advantage.

Cons:

• Higher initial costs: They often have higher upfront costs due to development time and resources.
• Longer implementation time: It takes more time to develop and test a custom solution.
• Maintenance and support: Your organization would be responsible for ongoing maintenance and support, unless you outsource these tasks.

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Ultimately, the decision between off-the-shelf and custom ECM systems should be guided by factors such as your budget, timeline, unique needs, and internal resources. In many cases, organizations choose a hybrid approach, where they use an off-the-shelf system as a base and then customize it to their needs.

What are the differences between on-premises and cloud-based ECM systems?

ECM systems can be divided into two primary categories based on their deployment models: on-premises and cloud-based. Both models come with their distinct set of advantages and potential downsides, and understanding these differences is crucial in choosing the right ECM solution for your organization.

On-premises ECM systems

On-premises ECM systems are installed and run on your organization's local servers. This type of deployment offers a higher degree of control over your data and system configuration.

• Control and customization: With an on-premises solution, you have complete control over your data, and it allows for a higher level of customization to fit specific business needs.
• Security: All data is stored on your own servers, so you can implement as robust a security system as you wish, which is particularly important for organizations dealing with sensitive data.
• Upfront costs: On-premises systems often have higher initial costs, as they require server infrastructure, software licenses, and resources for system maintenance and updates.
• Maintenance: Maintaining and updating an on-premises system typically requires a dedicated in-house IT team.

Cloud-based ECM systems

Cloud-based ECM systems, on the other hand, are hosted on the provider's servers and are accessed via the internet. These solutions are increasingly popular due to their flexibility and cost-effectiveness.

• Scalability and flexibility: Cloud-based systems are highly scalable, allowing your ECM to grow with your business without needing to invest in additional server capacity.
• Lower upfront costs: Cloud-based solutions generally come with lower initial costs, as they don't require physical server infrastructure or a large IT team for maintenance. Costs are typically structured as a monthly or annual subscription fee.
• Accessibility: As cloud-based systems are internet-based, they can be accessed from anywhere, which is particularly advantageous for remote teams or businesses with multiple locations.
• Automatic updates: Updates and new features are typically rolled out automatically by the provider, ensuring you always have the latest capabilities.
• Security considerations: While reputable cloud-based ECM providers have robust security measures in place, there is a certain degree of dependency on the provider for data security and compliance.

In conclusion, the choice between on-premises and cloud-based ECM systems depends on your specific needs, budget, and resources. Factors like control and customization might tilt you towards an on-premises solution, while scalability, lower costs, and flexibility might make a cloud-based solution more appealing.

What are some of the leading ECM systems in the market today?

Microsoft SharePoint: SharePoint is widely used for its robust content management capabilities, which include storing, organizing, and locating documents. It also facilitates collaboration and document sharing.

OpenText Content Suite: OpenText offers a broad array of tools and functionalities including document management, records management, email management, and more.

IBM FileNet: FileNet offers tools for capturing, storing, analyzing, and managing content. It also incorporates artificial intelligence technologies to enhance automation and decision-making.

Box: Known for its user-friendly interface and robust security measures, Box is a popular choice for businesses looking for a cloud-based ECM system. It facilitates document management, collaboration, and file sharing.

Alfresco: Alfresco provides an open-source platform for managing content and processes. It is often chosen for its flexibility and scalability.

M-Files: M-Files uses AI to manage information based on its content and context rather than its location, offering a unique and powerful approach to ECM.

Dokmee: Dokmee offers a wide range of tools for document management, file sharing, and collaboration. It is also known for its user-friendly interface.

Laserfiche: Laserfiche offers robust document management capabilities, workflow automation, and electronic forms, making it a comprehensive ECM solution.

These are just a few of the many ECM solutions available. When choosing an ECM system, it's important to consider your specific needs and goals, as well as factors such as cost, scalability, ease of use, integration capabilities, and the system's ability to comply with any relevant regulations and standards in your industry. Always ensure to check for the most recent updates, as the landscape of ECM systems can evolve rapidly with technological advancements.

FAQs about enterprise content management (ECM)

How can an ECM system improve business efficiency?

An ECM system can significantly improve business efficiency in various ways. It allows organizations to manage all of their content from a centralized platform, ensuring easy access and reducing the time spent searching for information. With automated workflows, organizations can streamline routine tasks, eliminating manual errors, and increasing productivity. Also, by enabling seamless collaboration, an ECM system allows team members to work together on documents in real time, thereby reducing duplication of effort and enhancing coordination.

How secure is an ECM system? What measures are taken to ensure data security?

ECM systems are generally designed with security as a high priority. Security measures vary by system, but they often include data encryption, access control measures, and audit trails. Data encryption ensures that even if data is intercepted, it can't be read without the decryption key. Access controls restrict who can access what data, often through the use of user roles and permissions. Audit trails track who accessed or modified content and when, allowing for accountability and aiding in regulatory compliance. For cloud-based ECMs, additional measures like secure data centers, redundancy, and disaster recovery mechanisms are typically put in place.

How long does it take to implement an ECM system?

The time to implement an ECM system can vary greatly depending on the complexity of the system, the size and nature of your organization, and the amount of data to be migrated. It can take anywhere from a few weeks to several months. Planning and strategy development, system configuration, data migration, integration with other systems, user training, and post-implementation testing are all factors that contribute to the total implementation time.

What kind of support can I expect from an ECM vendor?

Support services from ECM vendors usually include assistance with system setup and configuration, training for users, troubleshooting, regular system updates and improvements, and resources for learning about system features. Depending on the service agreement, you may have access to 24/7 customer support via phone, email, or live chat. Some vendors also provide dedicated account managers or customer success teams to help you get the most from their system.

How does an ECM system integrate with existing business systems?

ECM systems are usually designed to integrate with a variety of other business systems such as customer relationship management (CRM) systems, enterprise resource planning (ERP) systems, email platforms, and other productivity tools. They can use APIs (application programming interfaces) or pre-built connectors for integration. This ensures a seamless flow of information between systems, enhancing efficiency and data accuracy.

What are the costs associated with implementing and maintaining an ECM system?

The costs of implementing and maintaining an ECM system can vary widely depending on the solution chosen. For on-premise solutions, costs include server hardware, software licenses, IT staff for setup and ongoing maintenance, and possible upgrade costs. For cloud-based solutions, costs typically involve a subscription fee which may be monthly or annual. Regardless of the system, costs might include the initial purchase or subscription fee, implementation costs (which could include data migration and system customization), training costs, and ongoing maintenance or subscription costs. There may also be costs associated with additional user licenses as your organization grows.

Choosing the right ECM system for your business

As it is with ERP solutions, the market is flooded with all sorts of ECM systems. The solutions offer everything that you are looking for in an ECM system – document management, secure collaboration, advanced search, record management, version control, duplicate content detection and removal, and 3^rd party integration.

However, not every ECM solution is made equal. Some offer an outstanding feature to price ratio but suffer from abysmal performance. Many are too costly for most SMEs. Those that offer affordability would be either too constrained on the feature list or are non-compliant with common standards.

As a result, most organizations end up building a custom ECM solution. Custom ECM solutions are gaining popularity in entry-level and midmarket as you can build them the way you want them to be. You can hire an in-house team, rely on existing IT resources, or outsource the development project to a custom development IT company such as Rare Crew.

With many years of experience in custom ECM development, Rare Crew can provide you with a custom ECM solution that is tailored to your organization. Custom ECM software delivers top of the line performance, features, and security, all for an incredible price.

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