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Top Employee Content Management Software and Tools | Pricing, and Reviews

Finding the best Enterprise Content Management Software for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

Table of Contents

What is Enterprise Content Management System?

At 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. It eliminates the dependence on paper documents, empowering the business to do better by enhancing the efficiency of its operations. It also reduces the risk of losing documents and facilitates audits. Using ECM software, organizations can obtain more control over document versions and revisions. 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. ECM system is basically an all-encompassing term for a wide range of capabilities and solutions.

Features of Enterprise Content Management Software

An ECM solution must accomplish the following goals:

features of enterprise content management software

1. Capture:

The primary aim of investing in ECM software is to eliminate paper documents. Hence, the most important feature is that it captures documents digitally. 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. Some information can also be captured by automatically filing and categorizing them from servers or other locations.

2. Store:

All the documents critical to the business need to be filed in a digital repository by organizing it appropriately in the infrastructure.

3. Manage:

The documents in the repository can be viewed at any time. If the user has access rights, the documents can also be edited. Users can also view document metadata and organize them into a flexible folder structure. The staff members automatically get alerted if the document requires attention for example if signatures are required for LPOs, or for approval requests. Automation assigns a proper order to the document management.

4. Preserve:

Archival is easy and the documents are securely preserved until the time for destruction. The documents stay protected and preserved for all future needs of the organization. There is no fear of losing the documents as there are customized security settings. Access is also limited by the user as needed, to prevent unauthorized modification. There is an audit trail for monitoring logins and logouts, password changes, document creation, modification, and destruction.

5. Delivery:

Regardless of the device or location, the documents can always be retrieved. Documents can be easily found using a full-text search, or by using specific words or phrases, metadata, entry names and annotations. 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. Since the process is automated, documents can be routed to the right people at the right time.

Advantages of using Enterprise Content Management Solutions

ECM systems have obviously made tasks easier for the organizations that use them. Some of the benefits that it extends are:

  • Eliminates the need for paper documents

  • Ensures compliance with the record retention policy of the organization and also auditory and regulatory compliance

  • Makes finding documents easy and improves transparency

  • Reduces time, cost and complexity involved in document management

  • Offers automated processes

  • Enhances employee productivity by offering quick turn arounds when employees are answerable to requests from clients or auditors

  • Facilitates collaborative working by offering tools like messaging, emails, online meetings and whiteboards

  • Instant access enables better decision making

  • Deep integration enables the flow of information

  • Offer additional security and helps maintain business continuity

  • Offer a good return of investment because of high process quality which also translates into better customer service

?Points to keep in mind while buying the Enterprise Content Management System

With several vendors in the market for ECM software, it is important to check for some points before purchasing ECM tools:

  • The ECM software must come with a seamless Integration Suite which connects well with your line of business applications and offers optimal use of current assets.

  • At its core functionality, a good ECM system must offer a flexible taxonomy so that metadata of the stored content can be customized.

  • The ECM tools must enable digitization and storage of the documents in a compliant manner with multiple levels of administrative access.

  • Buy the ECM solutions from a reliable vendor who offers global tech support for training and troubleshooting.

ECM systems can be customized in accordance with the business requirement. If the organization needs it you can also look for optional features such as barcode recognition, Data Link, IE link, Secure Messaging, GIS, and workflow.

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Nikunj DudhatBy Nikunj Dudhat | Last Updated: October 21, 2020

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