Synonymous with web applications, Enterprise Content Management (ECM) is a perfect blend of strategies, functions and tools used by today’s companies. It manages the entire lifecycle of company content and activities. Many business leaders use ECM as an essential requirement to promote flawless and fully managed operations and easy access. It is an important tool for bringing order to the complexity and daily chaos that takes place without well thought-out planning and management. With robust security features, it digitizes documents and saves time and money. It automates document-driven processes, giving the right people access to the right information in real time.
Scope of ECM
ECM securely stores the unstructured information in all forms. It is compatible with most file types, including image files, email, office productivity suites and more. When large-scale content becomes critical to manage, a defined ECM plan can eliminate operational inefficiencies. It simplifies storage, security, process mapping and maintenance. Improved efficiency, better control and lower costs are the benefits for any type of business.
With digital archiving, document management and workflow, it combines document search, capture and networking. So, how is ECM different from a simple content management system? Unlike other applications, ECM is aware of the operations and processes of the company for which it was created.
ECM focuses more on Business-to-Employee (B2E) systems. It evolves with the emergence of a new entity or component. For example, each use of the application to some extent automatically generates new metadata for content. The system can configure new filters depending on the information for ‘how’ and ‘when’ people ‘use what’ type of content. Therefore, new search, routing, semantic networks, retention rule decisions, corporate taxonomies and pathways are created to facilitate the decision-making process. It consists of five components that are defined as capture, manage, store, store and deliver. Although ECM combines all components, they can also be used as stand-alone systems without being integrated into a comprehensive operating system.
Methods of ECM
On the spot
ECM was developed as traditional software that various companies implement on their networks. In this case, each individual company maintains and manages both the ECM application and the network storage devices. It is highly adaptable to the individual needs of the company.
With software-as-a-service (SaaS), instead of deploying software on an in-house network, employees can access documents and applications online. SaaS, also known as cloud computing, widely promotes the use of ECM in business operations. The company does not need to purchase hardware, database, servers or configuration applications. Instead, the company can trade capital to improve storage and monthly operating costs, which can grow exponentially with the content requirement.
In some cases, the company combines both On-premises Software and SaaS to simplify the exchange of information followed by acquisition. This is used when a company wants to manage its own ECM On-premises and also provide easy access along with the SaaS model. The hybrid method becomes imperative if both technologies are provided by the same supplier to ensure that the functions and interface are well matched.
If you are considering designing the ECM for your business, it is essential to get expert help. With rich experience in development, the experts can help organize the complex business functions.