In recent years enterprise content management (ECM) is gaining greater significance and becoming more complex for a number of reasons. The truth is that the majority of organizations’ ECM involves maintaining important documents in a shared drive or in personal computers that gets pushed around using e-mail.
Managing content is not enough. What is more critical is the ability of accessing the correct record or document version when it is needed. Enterprise content needs to be managed in a way that its usage helps in achieving your organization’s business goals. A primary ECM goal is the elimination of ad hoc internal processes that could expose your company to existing regulatory compliance risks and other associated problems.Analyzing Current Status
An important step towards achieving the desired enterprise content management in the future is an understanding of your current ECM status. Employing a best-practice approach begins by mapping the current end-to-end business processes in use across your entire organization.
Document the flow of information from people, apps and systems, and how that is creating content within your enterprise. This is what will provide you with useful insights into the current organization’s information ecosystem.
Define the Scope
ECM program scope defination is critical to user adoption and successful implementation. Considerations must be given to organizational and geographic requirements, timeframes, legacy content, information types and classes, and the customer communication management platform. The enterprise content management capability must include resilience in managing the growth of documents and also facilitate adaptability of emerging technology trends.
New Strategy Implementation
For ECM, change management goes a bit further than controlling software and managing hardware, and how they are affecting your network. It’s more about people, training, culture, and communications. It must also have a customer communication management platform that addresses the possible effects of the new changes and also anticipate user resistance.
The overall strategy must address areas of change that include processes, technology, procedures for technology version-control, retention periods, as well other areas that relate to the future desired state of ECM. Considerations must cover how the ECM strategy is going to impact employee interactions and activities plus how the benefits of the new procedures, systems and practices will be conveyed. Most importantly, it must address the drivers or reasons to implement this change.
An all-inclusive record management capability has to be part of the organisation processes and systems. ECM software tools may be employed for identifying duplicate or near-duplicate content. A vibrant enterprise information security classification scheme has to be developed.
Accomplishing all the above demands a cross-functional organizational team effort; executives must give the corporate vision, heads of departments sharing their operating goals while the user community continually documents challenges encountered daily. Ultimately, a well-designed ECM strategy will help you achieve goals such as eliminating bottlenecks, streamlining access, and minimizing organization’s overhead.