Enterprise Content Management System

What are the benefits for implementing Enterprise Content Management (ECM)?

Efficiency

• Reduce the amount of paper used will reduce storage needs, and reduce the cost space, printing, copying, filing and distribution.
• The number of documents that are exchanged will decrease, and eventually can increase the speed of business processes.
• A centralized document storage will allow a user to perform collaboration, reduce copies of documents, and reduce kebutuhand disk space.
• The ability to have easy search and speed up document searches.

Reduce Storage
Scanning of documents in the form of paper, can reduce the need for storage space.

Document retrieval is more flexible
The time required to retrieve documents would be less, without leaving the desk. And storing the  documents in electronic form would reduce the risk of data loss.

Flexible Indexing
Document and image content can be stored in the ECM and can be full text indexed for searching.

Search functions more complete, fast and flexible
ECM can search for content or documents by using the word or phrase in the document or the content (better known as full text search). ECM can also do the classification for every content and documents.


Controlling Documents Distribution
Document Imaging facilitate electronic distribution of documents with colleagues and clients through a network. In document imaging, the cost can be reduced because the distribution of documents need not be done with paper, and reducing office activities such as printing and shipping paper documents.

Improve Security
ECM provides flexible control and better, especially for confidential documents. ECM provides access rights that can be arranged at the folder level, document level, group level, divisional level and individual level.

Disaster Recovery
ECM provides an easy way to backup documents in off site storage. Using ECM also reduce the risk caused by natural disasters that may occur.

No Lost Files
Loss of important documents could have a major impact and can spend lots of time to replace it. With ECM, the document remains stored centrally, so nothing is lost or misplaced. Even if one puts in the ECM, the document can still be found quickly and easily through full text searching mechanism.

Digital Archiving

Sumber :

www.contentmanager.eu.com/dmsbens.htm

Some functionalities that ECM covers :

• Document management - check-in/checkout control, version control, security and library services for business documents
• Web Content Management - ability to remove the webmaster bottleneck, managing dynamic content and content authoring, general ease of use
• Records management - ability to comply with legal or regulatory purposes, long-term archiving and automation of retention and compliance policies such as admissibility
• Document capture and document imaging for capturing and managing paper documents - entire scanning process from paper to electronic format
• Document Centric collaboration for document sharing and supporting project teams - including permissions
• Workflow for supporting business processes and routing content, assigning work tasks and states, and creating audit trails of who did what, why, when and how

Sumber : http://www.contentmanager.eu.com/ecmq.htm

Larry Oliver of FileHold Systems  give some hints to find out whether ECM
will suits our need or not. If these questions often appear in your mind, that mean you need enterprise content management system :

• "How can we get rid of all this paper and reduce our filing cabinets and offsite storage costs?"
• "Every version of this contract is different: which is the most recent version? Who was working on it last?"
• "I can find anything on Google but I can't find the proposal I wrote last month - we need search!"
• "I need a system that sends me a reminder and gives me access to contracts up for renewal."
• "Why can't we have electronic workflow to share our work and avoid duplication of effort?"
• "Everyone has access to my files. I want to restrict documents to only people I want to see them?"
• "Why does it take forever to get 5 different approvals on a revised policy document?"
• "How do we stay in compliance with rules regarding record retention?"
• "Each branch office has their own files on all of the same topic - needless duplication!"

Sumber : http://www.bstormweb.com/fileholdprofile.html