All companies are trying to increase their bottom line through improved efficiency, and ECM Software – Enterprise Content Management – is one of the tools that can help. ECM is the structured process of getting your information and data organized so that it can be found easily and used to help make key decisions more quickly in an organization. There are many different areas in which a company can use an ECM solution. Additionally, in some cases an ECM strategy might involve multiple software packages or vendors.
In most cases, you can categorize ECM information as structured, unstructured, or semi-structured. It’s important to understand what types of information your ECM needs to manage based on the content categorization. Highly structured information can have an automated capture process into the ECM, whereas completely unstructured content might need to be processed with the help of human intervention. ECM solutions that have features like OCR, OCR Zone, OMR & Barcode reading, and database lookups will help in the capture automation process.
ECM helps companies manage, control, securely share, and dispose of digital content, but that’s only the repository side of ECM. ECM can also help in the area of transactional content. Transactional content is information that is involved in a key business process that needs to have a decision or end result. ECM solutions that have workflow capabilities can greatly help companies improve on transactional content processes. An example of one of these processes might be invoice approval within the finance department.
A business can also use ECM solutions for content collaboration and even content creation. ECM software packages can have features like access control and check in/out to edit and publish content. Good ECM solutions also have the capability to create new content with online forms and digital signatures. For instance, an HR onboarding process might start with an online form that is used to auto-create the other HR documents needed for onboarding.
ECM software solutions come in many shapes and sizes, from systems designed to archive medium-size office documents to full-scale enterprise solutions that manage all types of content. In the end, all ECM solutions try and serve the same goal: to provide a systematic method for creating, capturing, processing, categorizing, storing, locating, and sharing content. All ECM solutions are not created equal, however, so you’ll want to be discerning when determining the right one for your company. In addition to the features discussed above, a quality ECM solution should also improve and protect access to information, comply with government regulations, and improve upon operational efficiency. If you’re looking for the best in ECM software, contact MaxxVault today!