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Your enterprise is drowning in documents. How can you keep your head above water?

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If you work in a large organization, you probably deal with hundreds or thousands of documents every day. From contracts and invoices to reports and proposals, documents are essential for communication, collaboration, and compliance. But managing them can be a nightmare. How can you find the right information, share it securely, and keep it updated? How can you avoid duplication, errors, and inefficiencies? How can you comply with regulations and standards? The answer is enterprise content management software (ECM). In this article, you will learn what ECM is, how it can benefit your enterprise, and how to choose the best solution for your needs.

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Dr. Imran Batada ? Global CIO Award Winner

Leading Organizations through Successful Digital Transformation Journeys with Technology and Strategy Expertise | Data…

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Shivdeep Singh

Founder-Appnox | Gen AI | Travel Software| IoT |
Muhammad Hammad Karim

Logistics and Sales Operation Executive at International Consumer Products Pvt Ltd.

1 What is ECM?

ECM is a type of enterprise software that helps you create, store, manage, and distribute digital content across your organization. ECM can handle various types of content, such as text, images, audio, video, and web pages. ECM can also integrate with other systems, such as enterprise resource planning (ERP), customer relationship management (CRM), and business intelligence (BI). ECM can help you automate workflows, enforce policies, and improve collaboration. ECM can also help you optimize the use of your content, by making it searchable, accessible, and reusable.

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Dr. Imran Batada ? Global CIO Award Winner

Leading Organizations through Successful Digital Transformation Journeys with Technology and Strategy Expertise | Data Governance Specialist | BI Analytics Expert | Certified Director | Motivational Speaker | Book Author
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Managing a large volume of documents can be challenging for any enterprise, but there are strategies and tools to help you stay organized and keep your head above water. Here are some suggestions: 1. Implement Document Management Software 2. Establish a File Naming Convention 3. Create a Folder Hierarchy 4. Use Metadata 5. Implement Version Control 6. Automate Document Capture 7. Establish Access Controls 8. Train Employees on Document Management 9. Regularly Purge Unnecessary Documents 10. Utilize Cloud Storage 11. Implement Optical Character Recognition (OCR) 12. Encourage Collaboration Platforms 13. Regularly Back Up Documents 14. Audit and Compliance Checks 15. Seek Professional Assistance

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Muhammad Hammad Karim

Logistics and Sales Operation Executive at International Consumer Products Pvt Ltd.
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Obviously! It is the most difficult task for any enterprise. In my opinion the best practice to keep your document safe is to use cloud services, use of technology rather than on paper as it occupies your large space which is in meaningful. You may train your coworkers to store the data at the right time with right place.

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Nigel Shaw

Creating A Shared Language Of Data
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Documents are the core knowledge of your enterprise. Your problem is not too many documents, but insufficient organization. You need to build a strategy for document management and storage, and also archive and retention.

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Chris Van Collie

Global Sales, Procurement & Sourcing | Contract Management | Technology Services
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By instituting a storage system, such as SharePoint, the organization can establish rules on how to file the documents digitally and provide access to the folders where such documents reside. Access should be determined via a "need to know" basis. The organization also has to emphasis to its employees that they should refrain from (a) keeping the documents in paper form and (b) saving them to their local drives.

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Dennis Conley

Mentoring Youth for a Better Future
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I like Dr. Batada's contribution. To expand on his "9. Regularly Purge Unnecessary Documents", you'll need a solid Document Retention Policy to help decide what you have to keep vs. what you'd like to get rid of. And Dr. Batada's "15. Seek Professional Assistance" is a good start for this. Lastly, get Legal involved in all of the above.

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2 Why do you need ECM?

ECM can help you solve many of the challenges and risks associated with document management, such as saving time and money, improving productivity and efficiency, enhancing quality and accuracy, and increasing security and compliance. For instance, ECM can reduce paper, storage, and printing costs by streamlining processes and tasks. It can also enable faster access to information while eliminating manual work. In addition, it can ensure that content is consistent, up-to-date, and error-free while avoiding duplication and confusion. Finally, it can protect content from unauthorized access, modification, and deletion while following regulations and standards.

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Robyn Joe Cherian

Business Analysts-Team Lead- WIPRO(PPI) | Green belt -Lean six sigma | IMNU'23-MBA | KARUNYA UNIVERSITY'17
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Implementing an ECM system offers multifaceted benefits, tackling document management challenges effectively. ?? From cost savings to improved efficiency and compliance, ECM optimizes processes, ensures data integrity, and fortifies security, yielding significant advantages for organizations.

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3 How to choose an ECM solution?

When choosing an ECM solution, there is no one-size-fits-all approach. You need to consider several factors, such as the types, sources, and formats of your content; your content lifecycle and workflows; the needs and expectations of your content users; and the analytics and insights you need for informed decisions. Your ECM solution needs to be able to handle the diversity and complexity of your content, integrate with existing systems and platforms, support creation and distribution of content, automate and optimize workflows and processes, assign and control access rights, and provide data on performance, usage, and trends.

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Shivdeep Singh

Founder-Appnox | Gen AI | Travel Software| IoT |
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Picking the right ECM's like choosing a superpower! Think about your content – paper piles, digital mountains, different sizes and shapes. ECM needs to handle it all. Then think about how you use it: who sees what, how things move, and who gets to edit. ECM should streamline it. Finally, imagine insights, knowing what works and what doesn't – that's ECM too. So, choose an ECM that flexes with your content, helps you work together, and gives you superpowers over your information.

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4 What are the best practices for ECM?

Implementing an ECM solution is not a one-time event, but rather an ongoing process that requires planning, execution, evaluation, and improvement. To ensure success, you should define your content strategy and goals, assess your content inventory and audit, design your content architecture and taxonomy, implement content governance and policies, and monitor and measure your content outcomes and impacts. This will help you have a clear vision and purpose for your content that is aligned with your business objectives and priorities. Additionally, it will provide you with a comprehensive overview of your existing content so that you can identify its strengths, weaknesses, opportunities, and threats. Furthermore, it will create a logical and consistent structure and classification for your content that is easy to find, access, and use. Lastly, it will provide a set of metrics and indicators for tracking the performance, quality, and value of your content.

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5 What are the trends and innovations in ECM?

ECM is a field that is constantly evolving and adapting to the changing needs of enterprises and users. Cloud-based and mobile ECM are becoming more popular, allowing users to access and manage content from any device, anywhere, anytime. Artificial intelligence and machine learning are also being used to enhance content capabilities such as generation, extraction, classification, analysis, and personalization. Additionally, social and collaborative ECM is fostering a culture of content sharing and collaboration by integrating social media tools with ECM systems. Lastly, content-as-a-service models are providing content as an on-demand and scalable resource instead of a fixed asset.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your enterprise is drowning in documents. How can you keep your head above water?

1

2

3

4

5

6

1 What is ECM?

2 Why do you need ECM?

3 How to choose an ECM solution?

4 What are the best practices for ECM?

5 What are the trends and innovations in ECM?

6 Here’s what else to consider

Enterprise Software

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Your enterprise is drowning in documents. How can you keep your head above water?

1

2

3

4

5

6

1 What is ECM?

2 Why do you need ECM?

3 How to choose an ECM solution?

4 What are the best practices for ECM?

5 What are the trends and innovations in ECM?

6 Here’s what else to consider

Enterprise Software

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