Go Green with Document Management

Getting to the Data (and ROI) with ECM

Posted by Mike Paperalt on Feb 16, 2017 1:38:39 PM

Getting to the Data (and ROI) in Your ECM

Using a paperless system to manage your documents, but still having trouble getting to the data you need?  Having trouble realizing the benefit of digital content management, especially when it comes to seeing improvement in the bottom line?  Still printing out documents for signatures and approvals?  aRe your clients still filling out forms by hand?

These are problems we hear about from organizations who have an ECM system that no longer meets their needs.  There are lots of reasons why the ECM you’re using may no longer be work for you. 

window-1231894_640.jpgWhile it’s old news that the Cloud is here to stay, you may still be maintaining servers and silos for your data.  This can slow things down, if you have a mobile workforce.  Indeed, more employees are mobile today – working from home, on the road, and available 24/7.  Unfortunately, documents and data located on a server back at the office don’t help your mobile workforce.

Or, your organization has grown and now boasts multiple locations or new departments with information silos – digital, but separate and not easily accessed.   

You may have employees performing boring, repetitive tasks that could be completed more efficiently through automation, freeing those employees to do more meaningful work that contributes to your core business. 

Yes, lots of things have changed as the ECM market has matured.  So, even if your system isn’t that old, it might be time to audit your current solution and analyze what you could improve.

Is Your Current ECM Best for Today’s Needs?

One of the first things you can do is review your information management goals.  A great place to start is with the people who use your ECM.  This is usually your employees, but may also include customers, depending upon the type of information you maintain. 

You should ask them questions like:

  • What feature do you like best?
  • What do you wish our EDM could do?
  • What would make your job easier?
  • Do you have problems using our system?
  • Can you find what you need when you need it?
  • What tasks do you have to do repetitively?

Talking about what works and what doesn’t (or what could be improved) tells you what kinds of technology you should consider.

Advantages of Newest ECM Technology

There are lots of features available in modern ECMs, but we like these three a lot, because they show fast ROI:

  • Integrated search features, where you can do a keyword search to pull up documents and data in seconds, with a preview to make sure you've got the right file before opening it.
  • Cloud solutions that make data securely available from mobile devices
  • Automation of processes, and more

As ECM systems become smarter, the handle data and processes better, and companies who take advantage of these solutions are more likely to succeed.  What can you improve?

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Topics: ECM, EDM, Cloud Document Managment

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