Digital asset management will be the key to success in future. It will not only pave the way for our content distribution but will also determine how we manage information. With latest data leaks like Facebook and Cambridge Analytica and that can be skewed to meet objectives, enterprises are geared for stringent processes that not only securely store data but also how it needs to be shared. A solution that can mitigate all these problems and add value to the organization is the need of the hour.
Enterprise Content Management System aka ECM system is one such solution that not only solve these compound issues but also benefit businesses with its immense utilization potentials. Digitization and Automation are the biggest leverages that an ECM system provides to an enterprise along with many other tangible advantages like:
- Improved Organizational and Resources Productivity
Easy availability of content, document and data ensures that all employees and stakeholders are updated with latest happenings. This provides a platform for them to leverage that information for routine tasks that may get delayed due to latency or other admin issues.
- Risk Minimization and Mitigation
It reduces the risk of data spillage and leaks. Moreover, an ECM system has many checks and balances that ensure a user only accesses information that is authorized to him.
- Improved and Strengthened Security
With strict access control and authorization processes, it allows users and administrators to control or withheld information. Moreover, secure server and authentication processes only strengthen the security apparatus required for modern CRM systems.
- Greater Policy Compliance
Changes in company rules or government policies are a regular occurrence. An ECM software maintains older copies and notifies every user of the changes with detailed impacts. Due to this, all stakeholders know what the changes are and how they need to adjust and accommodate accordingly.
- User Authentication
With a large organization granting access to right people for right information is important. ECM software has built-in authentication processes that make it easier for admins to control what comes in and goes out of the system.
- Single Unified Dashboard
Monitoring and controlling all the components, devices and authorizations with a single click is made possible with a unified dashboard that shows everything in real-time.
- Maximized ROI and Business Value
Effective tracking of events, logs and users ensure complete transparency and accountability. This creates a competitive environment that exudes collaboration between peers ensuring greater profitability for enterprises that use ECM software.
- Integrated Business Processes
Mapping and realignment of business processes are required before an ECM system is implemented. The process integration between content and document allows optimized processes for business expansion.
- Customer Experience
Customers demand deeper integration of cross-platform capabilities in an ECM software. Ability to work from mobiles devices, desktops remotely is a must and Digital Experience Platforms deliver this immersive experience.
- Social and Mobile Collaboration
With the new form of collaboration between disparate stakeholders, social media collaboration using mobile devices will garner greater interest and significance. An ECM system delivers greater sharing of ideas, content and news that matter the most.
Things to consider while choosing Content Management System.
What are the challenges with ECM system implementation?
The larger the enterprise the complicated it becomes to build and implement a custom enterprise content management system. The higher the number of employees the probability of device access from multiple locations with unknown networks becomes a reality. Here are some challenges that a business faces while implementing Enterprise Content Management Software.
- Vision and Scope
Business needs to define the scope of ECM systems. It should enlist the number of users, ports, servers, offices and departments that will be covered along with a detailed plan for expansion that envisions scalability. This detailed Scope of Work (SOW) helps developers understand, design and define roles for individuals and administrators. More so, it allows them to create an authorization chain and authentication system for best security and access control.
- Team and Technology
To implement the ECM software a business needs to identify the right team and right technology framework that complements the business processes. It should also work well according to the business model and encapsulates solution into one system. Liferay Enterprise Solutions offers the best features and functionalities to craft a comprehensive ECM software.
- Choosing Components
Implementing ECM can be a bit overwhelming as it has a lot of complex and critical components – people, process, technology, budget, management buy-in, etc. it speaks to the need for a phased approach to implementing the various domains of ECM as opposed to trying to implement it all at once.
- Bringing Everyone on the Same Ground
ECM implementation is a complex and chaotic process. Every department gives the solution best suited for their own department. The stakeholders of the organizations become overzealous, where they involve all the processes that ECM is supposed to perform at its first phase and make it complex to implement. So, it becomes difficult to come up with the solution that is beneficial for all the departments in the organization.
- Analyze Workflow
Companies often get caught up in trying to implement work flow in ECM initiatives, which is a worthy endeavor if work flows are well defined and adhered to. However, if you have issues with existing work flows, you may re-enforce bad processes with technology, which will make matters worse. Companies often have poorly-defined work flows or too many exceptions within a workflow and trying to capture them all in your ECM implementation will be costly and ultimately can create a very confusing set of interfaces.
- Document Policies and Procedures
Another big challenge in an ECM implementation is that companies either don’t document policies and procedures for document/records/content management or don’t have sufficient governance and oversight over those digital objects. This may not be as evident in ECM implementations where the assets are contracts or HR files, but it becomes a major problem when the ECM implementation is about digital assets. In those kinds of implementations, it is not unusual to find numerous duplicate files, or worse, small changes in versions that are almost imperceptible, but not documented.
- Upgrades and Migrations
Enterprise software deployments rarely remain the same for long. As updates are frequently introduced to patch up issues, ensure security or boost performances. Portal Migration and Upgrade is now possible with cloud computing. It is increasingly being considered to be a viable solution for ECM as many organizations are taking the leap to these off-premise environments.
- On-demand Development Changes
Representing unexplored territory for many IT departments to develop enterprise portals to benefit businesses is becoming a priority. With many silos and departments having their own requirements mean constant and frequent changes including device provisioning. Mobility demands add another layer of complexity to the situation, requiring ECM support teams to take an even more rigorous approach to content management performance and support.
To mitigate all these challenges, a business needs to tread carefully while choosing their development partners. A good development partner can certainly add value and make the entire Enterprise Content Management Software Development project a bliss or with an inexperienced or uncaring partner can make it a blister.
Explore our range and expertise in the development of Enterprise Content Management Software. We have been developing them for large corporations and Fortune 500 clients with our open source capabilities.