Guiding Principles of using ECM within an organization
Set User Guidelines
This speaks to rules or policies put in place for users to adhere to, in managing content throughout its lifespan. Users should be informed of what’s expected of them and necessary training should be given in order for them to utilize these rules in their work processes. Regular monitoring and assessments should be done to ensure compliance with rules and guidelines.
The use of paper content should be kept at a minimum and should be quickly converted to electronic format. Documents that were received in electronic format should be kept as such and not printed for paper storage or scanning.
Clearly identify a method for the organization and categorization of content and use automation or manual indexing to facilitate ease of access to search, access, retention and disposition by users. Ensure that the indexing process is structured to address accuracy issues and possible errors.
Minimize Duplication of Content
In order to avoid unauthorized duplication of content, it’s best to share information by using links to digital content rather than providing copies. Try to have full authorship of content in the same place it will be viewed and avoid the use of shared computer drives and email attachments. Measures should be put in place to ensure users are adhering to the required procedures.
Make Use of ECM Capabilities
The business should do an assessment to ascertain whether it is taking full advantage of its ECM capabilities. This should be in line with its strategy in order to improve business productivity and improve automated content for ease of use.
Make ECM Systems User Friendly
ECM systems should display speed, accuracy, and reliability in the content it provides to users and should be clear of any ambiguity. Authorized users in different locations should have ease of access to content whenever prompted.
The organization should put control measures in place with the use of ECM system capabilities to protect unauthorized persons from accessing pertinent content or unauthorized duplication. The organization should do periodic reviews of control measures and make adjustments where necessary.
In order to secure the maximum benefits from an investment into an ECM system, organizations should be clear on the type and specifications of an ECM system that best suits their requirements. Following these guiding principles during the implementation and ongoing content management processes is an important step in getting the most out of your ECM solution