Electronic Content Management has been a major part of business technology architecture. Traditionally, it was a set of processes, strategies, and tools that allow an enterprise to capture, manage, store and preserve content throughout the organization. But business needs have changed. In today’s world, information sharing and collaboration with colleagues, customers, suppliers, and other trading partners is an essential part of the business.
It is a technology that allows one to control the critical information that is often held in documents, emails, invoices, and many other mediums. Most of the companies identify the need for an electronic content management system, only after they find themselves surrounded by business challenges like handling too much paperwork which causes hurdle when trying to manage information. Once you have an Electronic Content Management solution in your organization, you and your team can enjoy many benefits.
Electronic Content Management helps organizations to stop managing content and focus on using content to support process productivity through intuitive tools for information access and sharing. Most of the time of an employee’s day is spent working on business records and documents. Electronic content management solution can reduce the time spent for managing records and documents and can help employees be more productive.
Electronic Content Management System boosts productivity and efficiency of employees. With a cloud-based electronic management system, organizations can access superior resources which makes easier for employees to process their documents. Employees can access this system from anywhere and thus they can increase the productivity of the organization.
The cloud-based Electronic Content Management system offers greater uptime than on-premise solutions. It can scale upwards through the deployment of additional resources. It also has the elasticity to deploy resources quickly to compensate for sudden or unexpected increased usage. Elasticity has the additional benefit of ensuring that the service is reliable and the resources can be removed by the organization when not in use. The scalability benefit of Electronic Content Management helps an organization to spend less. Thus the Electronic Content Management system helps the organization to better customer service and a more productive environment for employees.
Here are few benefits of implementing an electronic content management system in your organization,
1. Track all information
Earlier, files and documents in paper form could easily be misplaced. But with an efficient electronic content management system, you can easily track the use and development of each file stored in it. With all the files located centrally in one searchable location, every interaction with these documents, add or edit can be acknowledged and stored.
2. Controls document development
Developing a whitepaper is a slow process, especially when it is involved with several contributors. WIth several contributors working on the same document, the version of the document keeps changing. And it is very difficult to manage versions and keep control over document development manually.
The electronic content management system makes it easy to control the document development. Each contributor can record their comments and inputs in real time in this system. And due to each version is saved and stored individually, the progress of the document can be conserved and can be referred any time.
3. Faster retrieval and better customer service
Digital storage of documents allows you to access the document anywhere and immediately. This not only good for employees which need to search for specific information or collaborate on important documents, but also good for the customer seeking details. File retrieval is highly streamlined so there is less waiting and therefore an electronic content management system helps with improved customer service.
4. Lower operating cost
With an electronic content management system, you can lower the operating cost by reducing the amount of printing, photocopying and posting needs.
5. Improves document security
The important benefit of adopting an electronic content management system is the greater security of the stored documents. Security is always a concern, but in recent years it has seen an increase in malicious activities.
An electronic content management system can be programmed according to the company’s security policy. It allows automatic logging, report compilation, and regular information auditing. And with refined document access capabilities based on individual users, project team members, executive group or even role relevance, only the right people is allowed to access sensitive documents.
Conclusion
An Electronic Content Management system helps to improve the level of service, reduces operating cost and minimizes risk.
