Posted by Bob Loblaw on Monday, Mar 11, 2013
The Who, What, Where and Why of Enterprise Content Management
Let’s start with the ‘what’ – Content… it is a term that has become a part of business lingo. Content is not something new. It is the records of your business; the documentation of decisions, data, checks, proposals, contacts, all of what we used to call books and paperwork. In addition, today there are email message and social media exchanges, videos, and other structured and unstructured information.
Content is what used to be stored in a row of vertical files. In today’s digital world, it’s not as often found a metal drawer, but the organization of information – the organization that allowed staff to know just where to go to get what was needed – is still needed today.
That is what Enterprise Content Management (ECM) is in a nutshell. It is a system that not only manages documents and records, but broadens out to include work-flow management, digital asset management, and more.
Enterprise Content Management tools make managing documents easier and more efficient. ECM software simplifies storage and security. It provides process routing. As documents change over time, it provides version control.
Which brings up to the ‘who’ and the ‘where’ – One of the greatest advantages of ECM management is the ability for employees to have access to the content they need, through a secure system wherever they are. Collaborations are easier, since access to works in process or needed data is easily available. This provides ease throughout the entire life-cycle from conception to development through use, archiving and disposal.
Finally, the ‘why’ – A management system results in better control, greater efficiencies and lower costs. Documents are not stored on one computer, inaccessible to others, and they do not get lose in email exchanges over time. Think about how many vital documents your organization creates each day. Having the tools to take this content into a digital format is not enough. It has to be managed.
An Enterprise Content Management system, also known as Managed Print Services (MPS) does just that – without the vertical files. We’ve got the tools to help you get started, contact us for more information!
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