26 Jun The Path to Greater Organizational Efficiencies
Enterprise Content Management Can Lead to Greater Organizational Efficiencies
Any business needs to create documents that contain information about its operations. Such information is vital for various aspects of a business, whether it be financial, commercial, technological, methods or strategies. These documents, besides keeping track of operations, also serve as repositories of information that serve as a ready reference, when confronted with problems or situations, in the future. Maintaining such records is also sometimes a legal requirement.
Organizing and managing such documents, records or files allows them to be easily accessed in the future. This can save time for people hard pressed with their other duties. Proper systems that encourage enterprise content management can be very useful for any business. There is no doubt, the modern information technology has taken the tedium out of such managing of content. All documents can be scanned and stored digitally. Software can be further installed, which allows easy access to any document.
Enterprise content management takes away the worry from employees about losing documents or finding them hard to retrieve. This then allows them to concentrate on their own assignments, thus adding to productivity that translates into profitability. With proper systems set up for this managing of content, it is possible to find the right file or the right information in a matter of seconds. This enables timely decisions and actions that are needed to increase efficiency.
A common problem in organizations, especially large ones, is keeping information secure. This may be production methods, personnel records, financial transactions, customer databases or other information that while being needed for operations also needs to be kept largely confidential. In this age of technology, copying such information, and passing it on to outsiders is relatively simple. The right enterprise content management will completely digitize documents and put them in databases. Access to databases can be supervised and controlled by administrators. They will determine the personnel that need particular information on a need to know basis. Every document will include with it the list of people who have access to it, through passwords. This will enable complete security for the concerned document. Administrators can even control the persons who are allowed to edit or change documents, or send them to the repository for storage. Software can enable clear records of when and if documents are accessed, so that such histories are always available for supervisors. Besides the obvious security that this gives, it can also help to increase productivity, when people become aware that movements of documents are being scrutinized. Centralizing the digital process can allow organizations to maintain the required hard copies of certain legal or other documents, in conditions of great security.
Enterprise Content Management or ECM systems are rapidly moving to a point where they become user friendly and super efficient. It has greatly increased the usage of such systems for world wide operations, allowing document usage and storage to be done from any location, and at any time of the day. Thus, companies that have operations in different countries can ensure that all their employees are always dealing with documents that are current. The user friendliness of most of these systems require that no time is spent on training employees to take advantage of such systems.
One great advantage of a proper enterprise content management system is that it saves a lot of duplication. In most organizations, there are a number of documents that need to be constantly repeated, except for certain details. It is possible for the system to have in place templates of these documents so that they need not be recreated completely. This enables complete standardization in terms of language, appearance and terminology that removes any question of ambiguity. Many organizations send such templates through legal processes so that any document from the company can never be compromised. This helps to make sure that every document that is part of the system, conforms to any rules and regulations that govern that particular business.
Content management can greatly reduce the use of paper if it can help a company to go paperless. This can be touted by a company as its own contribution to social responsibility, an aspect that shareholders nowadays insist on. Storage of paper documents can also require a lot of space, furniture and staff to keep track of the records. This means additional expenses for property acquisition, utility bills to maintain these establishments and air conditioning to ensure that paper does not deteriorate.
Organizations all over the world have realized that proper enterprise content management systems are very beneficial and can add to productivity and efficiency. It also means lesser capital and staff costs, in the long run. Employees work more efficiently and feel more satisfied when they work in such companies, as there is a complete control over work, and less duplication of work. Tedious and repeated work is eliminated, thus leading to happier employees.