ECM Content Management systems in the age of portals
1 December 2014
One of the most complex challenges organizations deal with nowadays is efficient management and sharing of the organizational content, the width of increasingly growing. This content is stored on a wide range of platforms: internet pages, emails, documents generated by organizational systems such as ERP, CRM, OFFICE, etc.
All the above makes efficient sharing and management of content, as well as its storing, archiving, and immediate retrieval (if required) difficult.
It would seem that portal platforms (e.g. SharePoint) solve this problem. Yet, when the range of information is larger and/or the files are complex (archive, rich media) and/or more substantial than merely sharing (Control management, work processes, etc.).
What is required is a sharing and management solution beyond this platform.
For this purpose the ECM (Enterprise Content Management) systems were developed. These systems concentrate the management process in one place. These systems allow shifting from a situation in which a large amount of different contents and information scattered throughout the organization to a situation in which contents are catalogued and can be easily located, changes can be tracked, access permits, version management, coding and securing the content, etc.
The systems usually include different models that provide solutions for designated needs such as OCR: scanned files, RM, Mobile, Cloud and integration to SharePoint/SAP, massive scanning including barcodes, an advanced process engine combining a digital signature, etc.
The assembly of solutions offered by the designated ECM systems is a complementary solution for organizations in the age of portals.
These systems support the increasing rate of organizational content using a massive indexation engine which allows immediate retrieval of any historical document from the system.
In conclusion, the assimilation of an ECM system in the organization can assist in:
Creating a uniform interface for managing and retaining knowledge and content in the organization.
Improving and optimizing the organization's work processes.
Saving time on information retrieval.
Saving on costs of storing and archiving files.
Following regulation and standards as required.
Monitoring and following changes.
A quick assimilation process, a shelf product that does not require special developments.
Management and maintenance performed by the client following said assimilation.
Despite the age of portals, ECM systems are still considered a meaningful solution for organizational Knowledge Management.