“The only way to win at content marketing is for the reader to say, ‘This was written specifically for me.’ ”- Jamie Turner.
One of the biggest tasks that can become a significant issue is handling the documents and paperwork when running a business.
Yet, it is easy for things like documentation work to be overlooked in pursuit of product perspective in the grand scheme of things.
The purpose of an Enterprise Content Management (ECM) system is to:
- capture, read, handle, sort, and organize all the documents, paperwork, and every piece of information in the company.
- Optimize how your paperwork is coordinated and maintained for easier access later.
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8 Reasons to Use Enterprise Content Management
Besides these obvious reasons, there are some underlying benefits that an enterprise content management system can do for you.
Let’s explore these benefits to understand better how it impacts business practices.
1. Improved Productivity
Using an ECM, you automatically retrieve the data and documents needed without wasting any effort.
Furthermore, you don’t need to input anything since the information is appropriately organized in a defined repository.
Hence, your productivity and output improve. As per a study by Gartner, productivity can improve by 37%.
2. Improved Security and Risk Reduction
Documents and paperwork are the lifeblood of any organization.
Therefore, any breach in information, whether digital or physical, can be catastrophic for the business.
Using an ECM, you automatically set filters and security gates that prevent any unauthorized access. With comprehensive ECM consulting services, you can ensure 100% content security and compliance with government and industry regulations due to advanced data protection features.
3. Better Policy Management
One of the fine writings in the paperwork of an organization is that the policies are liable to change as the management and company see fit for the cumulative goal.
However, there are instances where changing the policies can supersede or intercede with an existing policy.
An ECM maintains the copies of the older data and creates a new copy of the updated policies.
So, you can automatically make sure that your policy changes are not detrimental.
4. Authenticated Access
In a growing business, it is natural that some of the documents are made more private or require specific permissions to be accessed due to the information they hold.
Hence, privileged access or limited access needs to be given to only a few key people.
An ECM system has the functionality for user authentication built right in.
So, once the documents have been secured on the cloud or the system, users need to authenticate their identity with specific credentials to access them for their use.
5. Improved Decision Making
One of the things that are often overlooked about ECM systems is how they help in improving decision-making.
ECMs usually work in tandem with CRM and other management dashboards for many businesses.
Hence, they often work in a piggyback arrangement, i.e., one helping the other.
So, when you are working on any software for your business and need to access data, the ECM has it all in its repository.
This helps in making decisions more quickly and effectively.
There are some documents and information that various departments need.
Thankfully, ECM packs the capability to reliably let multiple people access the required documents in an orderly manner.
This helps in cutting scalability costs and multitasking.
7. Integrates with All Processes
ECM might sound like a whole cloud storage system.
However, it is much more than that.
While it is a secure repository system on its own, it is also quite friendly with many other applications.
Furthermore, almost all ECM systems can be integrated into other processes and software of the company to stay in line with the company’s current practices.
8. Improved Transparency
When you run a business and delegate work, trust is based on getting the job done.
However, if there is a problem with any document, you as an admin can see who has done what to the papers.
This incorporates transparency in the company and the work culture as well.
ECM systems might seem like a drag at first, but the long-term benefits far outweigh the effort it demands initially. Hence, any and every business should definitely use an ECM system.