6 FOUNDATIONAL ELEMENTS OF ECM

Enterprise Content Management (ECM) allows software companies to manage their documents more efficiently and automate workflows, helping to eliminate laborious document management tasks to improve government efficiency. ECM’s six Important building blocks include the ability to capture documents, process requests, access documents, integrate with other applications, measure and monitor customized reports, and store information.

1. Ability to capture documents:

The ability to capture documents is an important building block and the primary function of any Enterprise Content Management system. “Your resolution should be proficient in capturing your important content, paper, electronics, and data in a single system”. “Do not include vital additional manual work to bring your ECM solution documents into the system.”

2. Automatic document management process:

One of the main advantages of ECM is the optimization of the internal process. With the ECM solution, you can automate your build processes (such as licenses and permissions), which saves time by allowing the ECM to take care of tedious document management tasks. Additionally, you can find additional capabilities by integrating your structured information.

“Documents are not the only important source of information. When exceptions occur in your standard processes, the information generated must be extracted”. Therefore, ECM helps to understand where the documents are, why they are important and who should see them. It helps to streamline the workflow and activities.

3. Easy access to documents:

Another cornerstone of ECM is the ability for employees to quickly and easily access important data and information. It helps to Access also on the user experience for ECM solutions. And the EMC solution should be personalized to facilitate better access.

Similarly, the solution should be unified. Most often, the user’s primary tool is not the ECM system. So when they need to retrieve a document, it should run smoothly and not force them to use multiple applications for document access.

Another part is the ability of the solution to be mobile and documents available offline. If a team is working in the field, they should have access to all the documents and, if affected by the cloud, be able to sync after connecting to the Internet to update files and log data.

4. Can easily integrate with existing solutions:

Added important piece of ECM solutions is the ability to integrate with other applications. Often, ECM is used by people without their knowledge. So integration should be seamless and easy for the user. With integration, a well-designed ECM system does not require a custom code.

5. Measuring, monitoring, and reporting activity:

An important part of the ECM system is monitoring, measuring, and reporting activity in the solution. For ECM, we recommend that you have access to IT, dashboards and have real-time visibility without having to analyze data on your way. “Dashboards are famous, but sometimes require in-depth analysis of the data.” Therefore, your ECM system should be able to easily capture data, allowing you to mash different data points and run the analysis with the tool of your choice.

6. Store documents securely and securely:

ECM can help you eliminate data redundancy and automate retention policies. So, if you have a document that needs to be maintained for 30 days, 60 days, 5 years, you can set that classification for data. Your ECM solution allows you to store files in any network discoverable file share, which allows you to take advantage of your current infrastructure.

With ECM, you can help your organization broadly improve document management tasks, free up staff to work on important mission-focused work, and create better services to citizens in the long run.