Enterprise Content Management (ECM) is a strategy, method or tool utilized by an organization to capture, manage, store, archive and deliver data or information relevant to the organization’s processes. An ECM strategy allows an organization to manage information, wherever that information is stored.

The objective of an ECM system should be aligned with the requirements of an organization and its business strategy. Using solutions available on the commercial market with the option of configuration, rather than utilizing customized solutions, is considered best practice.

Necessary requirements in developing a successful ECM system.

There are some crucial elements to consider when developing a successful modern ECM system. These include:

  • Data management and accessibility –

    The ECM within an organization should provide tools for its users and processes to be stored in a managed service and configured to make the searching and retrieval of content easy.

    The ECM system should make content accessible and available to authorized users within the organization and limit access to external users.

  • Enhanced performance – adipisicing elit sed eiusmods

  • Access from anywhere – Be able to retrieve content from work, home, or wherever else life may bring you.

  • Real-time backups – Reduce the risk of losing important data as you work.

  • Entirely cloud based – Ensure all content is available even in the event of a disaster or damage to the premises.

  • Any number of devices – Users can connect to the ECM system via their computers, tablets, and phones.

Tenthline’s Alfresco ECM offerings go above and beyond for each of these elements. Get complete, customizable or out-of-the-box solutions for a competitive price.

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.

Process Content

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.

Classify Content

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.

Secure Content

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

Best Practices for Developing Enterprise Content Management Objectives

When developing ECM objectives, it is important to consider the best practices for goal setting. This will ensure that the objectives are SMART (specific, measurable, achievable, relevant, and time-bound), as well as feasible and actionable.

SMART Goals

Additionally, the objectives should be aligned with the organization’s business goals. To ensure all of these criteria are met, follow these best practices: 

  1. Begin by discussing the overall goals of the organization and how content management can help to achieve these. 
  2. Work with key stakeholders to identify specific objectives for content management that support the organization’s goals. 
  3. Make sure each objective is SMART, feasible, and actionable. 
  4. Prioritize the objectives and create a plan for how they will be achieved. 
  5. Review and adjust the objectives on a regular basis to ensure they remain relevant and attainable. 

By following these best practices, organizations can develop content management objectives that are truly impactful and aligned with the organization’s overarching goals.

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