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In today’s complex digital landscape, Enterprise Content Management Solutions (ECM) are vital to your content strategy. ECMs help you manage, organize, and push out various types of content, including web pages and blogs, invoices, marketing materials, accounting records, health records, surveys, customer communications, and so much more.

What is Enterprise Content Management?

Simply put, enterprise content management is an umbrella term used to describe the technology and strategy companies use to manage and distribute information throughout the organization.

ECM centralizes and democratizes content so that all departments in the enterprise have access to the information they need. As a full-lifecycle solution, ECM simplifies content updates, organization, and archiving, ensuring that stakeholders always have the most up-to-date versions to work with.

What are Enterprise Content Management Solutions (ECM)?

Today’s enterprise content management (ECM) solutions reflect how users capture, create, and interact with their content. They provide a platform that helps companies stay on top of changes, break down informational silos, and ensure the right people have the right information at the right time.

Enterprise content management solutions help organizations create, capture, manage, and distribute all types of content from a centralized place. Leveraging advanced technology like artificial intelligence (AI) and machine learning, enterprise content management (ECM) solutions enable process automation, helping companies simplify workflows while boosting productivity and aligning the remote workforce to a common goal.

Nine Features of Enterprise Content Management Solutions

1. Simple, Responsive User Interface

Today’s enterprise content management solutions are user-friendly and highly intuitive, ensuring adoption across the enterprise. Role-based access tightens security and ensures employees have access to the most recent versions of the content they need when they need it, and templates provide consistency in content creation.

2. Capturing Documents Digitally

Most companies today, even high-compliance environments like healthcare and finance, are moving away from paper workflows in favor of digital. The ECM helps capture and digitize documents, making them immediately available and searchable from keywords.

3. Content Management

Content is managed in the cloud, where it can be accessed by the appropriate personnel and departments, regardless of location or device.

4. Secure Sharing and Collaboration

Sharing documents and collaborating with personnel in the field would be a challenge without ECM. The enterprise content management (ECM) solution platform helps connect teams and other stakeholders, such as suppliers, vendors, contractors, and customers, through a secure, centralized ecosystem.

5. Customer Communications Management

ECM goes beyond document and content management as it also helps companies manage customer communications. Enterprise content management (ECM) solutions make it easy to push out branded, relevant, and timely information, such as announcements, notifications, reminders, invoices, and more.

6. Document Management

Document management in ECM is streamlined, simplified, and secure, eliminating lost or misplaced files and reducing costs of managing and securing documents. From contracts to health records to marketing content, ECM document management transforms workflows and gives employees more time to focus on higher-value tasks.

7. Search and Retrieval

ECM makes lost documents and files a thing of the past, reducing costs throughout the organization. Once in the system, documents are fully searchable by keyword or category and retrievable by the appropriate personnel. Additionally, since all documents live in the cloud, there is no need to allocate resources to managing and securing file rooms.

8. Records and Retention Management

Archiving, versioning, and document expiry are managed within the ECM. From historical documents that need to be kept on file for compliance purposes to customer records that can be accessed and destroyed on demand according to data privacy legislation, the ECM simplifies and reduces the time it takes to back up, manage, and archive critical documents.

9. Reporting and Analytics

Modern enterprise content management solutions offer highly advanced reporting and analytics capabilities, helping organizations gain high-level, real-time insight into their content strategy. For example, having an end-to-end view of document lifecycles helps companies plan and forecast more accurately and strategically.

Three Types of ECM

To understand more specific ways Enterprise Content Management Solutions can help your company, consider these three types of ECM.

  • Web Content Management (WCM)

Today’s enterprise websites are massively complex and are often managed by several people across departmental lines. WCM gives key stakeholders an easy way to manage, modify, and publish content according to company guidelines.

  • Collaborative Content Management (CCM)

CCM is a valuable support for companies that require collaboration on complex documents, like contracts and policies. CCM ensures all personnel are working on the latest version of the document and significantly reduces time-to-value.

  • Transactional Content Management (TCM)

TCM captures content from various integrated sources, classifies it, and ensures it lands on the right desk at the right time via automated processes. Companies that manage multiple types of content, such as paper documents, archived records, and various kinds of digital files, achieve incredible value from a TCM as it can also delete documents when they are no longer needed.

Now you know more about Enterprise Content Management Solutions, its features, the types of ECM systems, and the benefits to your business. We hope this guide provides you with the foundations you need to make an informed choice.

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