Enterprise content management systems rarely meet a company’s needs forever. Changing your ECM is typically a long, involved process that few people want to undertake on a whim. Making your ECM work as long as possible is one thing. However, if you regularly encounter these six signs that you need to upgrade your ECM, then it’s time to make the change.
The point of using an enterprise content management system is to keep everyone on the same page. You should be able to update part of your site and easily replicate these changes in your internal documents, brochures, customer service manuals, and more. Unfortunately, when you don’t have an ECM that works well, you find inconsistencies throughout your documents. It makes it difficult to use your content at all.
Upgrade your ECM if you don’t have plenty of room for metadata. You should be able to classify documents as urgent, paid, or as containing sensitive information. The more metadata you can assign to each document, the easier it will be to sort and track them within the system.
Some enterprise content management systems are built to be scalable. They might work as well for a company of twenty as they do for a company of two hundred, or two thousand. Some systems claim to be scalable and aren’t. If you notice a surge in errors, crashes, or loss of information every time you add a new branch to your ECM it’s time to upgrade.
First of all, customer support is essential for an enterprise content management system. If the worst happens and you are in danger of losing your documents, someone should be there to help you. You never want to be flying blind in enterprise content management. If your system is so old that the vendor no longer provides support for it, that’s a big red flag. Upgrade your ECM. You could be surprised at all it can do these days.
Content changes should happen across documents and across platforms swiftly and easily. Any sort of extended syncing process slows down your employees. Working on the job site or away from the office should be as seamless as accessing information from their desktop.
The occasional enterprise content management error is as unavoidable as any other IT problem. As a result, tech support should be available. Once in a while, you may need to call support and get to the bottom of this. However, this should be a very rare occurrence. If you and your team are spending more and more time wrestling with documents instead of getting work done, it’s time to upgrade your ECM.
When you upgrade your ECM, you upgrade your efficiency as a business. Upgrading your ECM can reduce the need to troubleshoot it. You can ensure that your documents remain consistent and that your metadata is intact. Setting up a brand new ECM is a challenge, but the reward is worth the effort.