Enterprise Content Management (ECM) systems help companies to use structured and structured data to improve business results. In line with their growing scope, these systems are also known as Content Services Platforms (CSPs). While they rely on previous AI approaches called AI (e.g. OCR), most ECM systems still rely on rules-based approaches to capture, classify, and enrich data.

With advances in AI, machine learning, and especially in-depth practice, companies can complete simple ECM or CSP applications in a more automated manner with a higher level of compliance. While new vendors are emerging to provide these capabilities, traditional ECM companies are building to enhance AI capabilities.

What is ECM?
ECM helps companies create business value from their content and automate content-dependent processes.

Other industry analysts have more vocabulary definitions:
The Association for Information and Image Management (AIIM) defines enterprise content management (ECM) as strategies, methods, and tools used to capture, manage, store, store and deliver content and documents related to organizational processes. ECM ensures that documents and other business content are organized, categorized, meaningful, and easily searchable. ECM is responsible for capturing content streams across different channels such as text, video, audio, database, etc. Almost every file generated by the company (Word documents, Excel spreadsheets, Pdf files, etc.) is stored by ECM and the system can provide them when needed.

As ECM reflects the old concept and its growing scope, industry analysts are creating additional terms to define the industry:
• ECM is referred to as the Content Services Platform (CSP) by Gartner. Gartner defined CSP as an integrated platform that provides content-focused services, repositories, APIs, solutions, and business processing tools to support digital business and transformation.

The Association for Information and Image Management (AIIM) states that companies should adopt new information management strategies that extend beyond the traditional ECM and they call this recent approach Intelligent Information Management (IIM).

What are the similarities and differences between Content Management and Knowledge Management?

Knowledge management searches, capture, updates and manages relevant information on a single platform. Anyone can create or update information in real-time, initiate conversation and collaborate with colleagues and employees from other departments. Knowledge management can be described as a subset of content management that specializes in the distribution of knowledge. Some vendors have implemented AI solutions for knowledge management. Mana Knowledge Platform is one of the Knowledge Management tools that applies AI-Integrated Knowledge Management.

What is AI Integrated ECM?
AI takes ECM one step further by “reading” the information in a document. The AI-based ECM system can categorize, categorize, analyze and provide information in a variety of forms.

Which AI technologies enable ECM systems?

Machine learning
For example, AI Integrated ECM can be trained to classify documents using several machine learning algorithms, such as tree-based algorithms (decision trees, random forests), gradient-increasing algorithms, neural networks, and/or clustering algorithms. Learn to identify document types, document documentation, and determine appropriate action based on AI-based ECM content.

The AI-powered ECM can drive insights from data using predictive analytics tools initiated by machine learning such as time-series analysis, regression analysis, and other assessment tools.

Image recognition
With image recognition technology, images can be auto-tagged when uploaded and ECM can capture text in those images without human intervention.

Voice recognition and transliteration
By May 2019, more than 500 hours of videos will be uploaded to YouTube every minute, which equates to approximately 30,000 hours of newly uploaded content per hour. That’s why YouTube is expected to have more than 1 billion gigabytes (1 exabyte) of data on its servers!

As video usage increases in both B2B and B2C communication, voice recognition and transcription technologies collect information from audio and video files in ECMs.

Natural Language Processing (NLP) and Natural Language Awareness (NLU)
AI-powered ECM can understand data and context at a deeper, more meaningful level and enables data processing. It can understand the language used in emails and other documents. Consequently, it creates relationships between the context of the documents and makes it easier to retrieve information when needed.

What are the AI usage cases in ECM?
AI usage cases in ECM include document processing, structured data processing, content management, enhanced search, and collaboration. Please explore our article on AI usage cases in ECM for a more detailed review of AI applications in ECM.

What are the benefits of ECM?
The advantages of ECMs are cost savings, faster processes, better decision making, increased compliance, and cooperation. Feel free to read more about ECM benefits from our dedicated article on the topic.
How to get started with ECM?

According to IBM, there are 3 key steps companies can take to implement a successful ECM system:

1. Identify the role that content plays in your business:
Assessing the company to adopt a successful ECM system is the first step. The company should look for answers to questions such as:

Where do paper-based processes create barriers?
Where is the business content in the organization: are they in file shares, cloud repositories, or already running ECM systems?

What are the governance, compliance, and document retention strategies of an organization?
2. Select a startup project:
ECM solutions are modular and often start with an application for business. Shareholders provide input, formulate a vision and deliver concrete solution goals. The ECM vendor implements the solution after rigorous testing and customer training.

3. Expand ECM across the organization:
It is possible to reuse certain components and processes after the initial project is completed, which makes subsequent projects less costly and easier to implement. To maximize their investment in individuals, content, and technology, many companies develop partnership services strategies.

What business functions use ECM?
Sales: Enterprises use ECM to drive insights from this information to effectively store customer information and promote sales.
Marketing: All content created for different advertising campaigns is stored in the ECM system for delivery when needed for a similar project.

Accounting and Finance: ECM automates processing documents such as invoices. The removal of such documents will expedite the processes between the branches.

Human Resources: ECM speeds up recruitment processes and allows HR employees to compile performance evaluation reports of existing employees in minutes.

Contract Management: ECM allows the digitization of contracts, which provides certain benefits to colleagues, such as obtaining early warnings of contract deadlines.

Supply Chain: Stock data, sales data, financial data, and data provided by suppliers are retrieved from a single ECM system to help ECM supply chain associates formulate better estimates.

What are the challenges of ECM?
Some challenging facts about ECM implementation can be listed:
80% of enterprise data is not structured and 70% of enterprise data is in free form e.g.

A recent survey by Ux Nuxeo shows that almost 75% of people waste time recreating content because they can’t find an existing version.
50% of participants agreed to use their own systems for storing content because it is usually difficult to find the content they need or use intercomputer tools.

Adequate training, testing problems, and communication challenges are other critical challenges that a company must overcome in order to successfully implement the ECM system.

Finally, take the time to review the various options available in the market. Make sure the ECM solution you choose can measure future growth and expansion. After all, you don’t want to take everything to another solution when your business is too big for a solution you have already implemented. For that BENEVOLENCE TECHNOLOGIES is the right choice for affordable and high-security Ecm software.