Makes finding documents easy and improves transparency Some of the benefits that it extends are:Įnsures compliance with the record retention policy of the organization and also auditory and regulatory compliance Advantages of using Enterprise Content Management SolutionsĮCM systems have obviously made tasks easier for the organizations that use them. Since the process is automated, documents can be routed to the right people at the right time. There are also pre-set search options that allow you to search the document based on the date it was created or users who accessed it. Documents can be easily found using a full-text search, or by using specific words or phrases, metadata, entry names and annotations. Regardless of the device or location, the documents can always be retrieved.
There is an audit trail for monitoring logins and logouts, password changes, document creation, modification, and destruction. Access is also limited by the user as needed, to prevent unauthorized modification. There is no fear of losing the documents as there are customized security settings. The documents stay protected and preserved for all future needs of the organization. Preserve:Īrchival is easy and the documents are securely preserved until the time for destruction. Automation assigns a proper order to the document management. The staff members automatically get alerted if the document requires attention for example if signatures are required for LPOs, or for approval requests. Users can also view document metadata and organize them into a flexible folder structure. If the user has access rights, the documents can also be edited. The documents in the repository can be viewed at any time. Store:Īll the documents critical to the business need to be filed in a digital repository by organizing it appropriately in the infrastructure. Some information can also be captured by automatically filing and categorizing them from servers or other locations. All the information needs to be captured using electronic forms that make the documents digital right from the start or by scanning the documents to convert them into the digital form. Hence, the most important feature is that it captures documents digitally.
The primary aim of investing in ECM software is to eliminate paper documents. Features of Enterprise Content Management SoftwareĪn ECM solution must accomplish the following goals: ECM system is basically an all-encompassing term for a wide range of capabilities and solutions. It greatly enhances employee productivity, helps you keep track of all your business information, helps you to streamline business processes while providing flexibility as per the needs of the organization. Using ECM software, organizations can obtain more control over document versions and revisions.
It also reduces the risk of losing documents and facilitates audits. It eliminates the dependence on paper documents, empowering the business to do better by enhancing the efficiency of its operations. What is Enterprise Content Management System?Īt the core, an Enterprise Content Management Solutions (ECM) essentially manages all such information in a systematic and organized manner using a dynamic combination of strategies, methods and tools which help capture, manage, store, preserve and deliver information. Points to keep in mind while buying the Enterprise Content Management System