Enterprise Content

Management

By: W.V.S.K.Wasalthilaka
Lecturer(Temporary)
Department of Computing and Information Systems
Contents
1. Enterprise Content Management?
2. Areas of business benefited from ECM
3. How does ECM work?
4. Why ECM important?
5. Components of ECM
6. Benefits Of ECM
7. ECM Software
8. Implementing and ECM Platform
Intended Learning Outcomes
• Understanding the concept of Enterprise Content Management
• Understanding the benefits, importance and process of ECM
• Analyzing the effect of ECM towards the development of
enterprises
Enterprise Content
Management?
Enterprise Content Management (ECM)?
• It is a set of defined processes, strategies and tools that allows a
business to effectively obtain, organize, store and deliver critical
information to its employees, business stakeholders and
customers.
• ECM has rapidly evolved as different forms of content have been
introduced to the work environment.
• However, these tools continue to focus on digitally managing a
company's information in a centralized repository and using the
digital content to support business processes and help achieve
goals.
• ECM does not refer to a single technology or process.
• It is an umbrella term that describes the combination of methods,
tools and strategies that support capturing and managing
content, as well as the storage, preservation and delivery of
information throughout its lifecycle.
Enterprise Content Management (ECM)?
• In the context of traditional ECM, content often took the form of
paper documents such as invoices, resumes and contracts.
• As technology has advanced, the definition of content has
broadened to include video and audio files, social media posts,
email, web content and more.
• ECM can handle in 2 ways:
• Structured content: refers to data that is contained and defined,
such as databases and code repositories.
• Unstructured content: refers to information that doesn’t have a
predefined format, and can include content such as Office
documents, PDFs and emails.
Enterprise Content Management (ECM)?
• ECM software helps streamline the lifecycle of information with
document management and the automation of process
workflows.
• It is critical for any organization with large volumes of content to
define an ECM plan to eliminate operational inefficiencies, reduce
costs and adhere to regulatory compliance mandates.
Areas of businesses
benefited from ECM
Areas of business benefited from ECM
• Some specific areas of business that benefit from the use of ECM
software include the following:
• Contracts management
• ECM software allows users to digitally collaborate and ensure that contracts are reviewed,
edited and approved on time by automatically routing the documents and notifying the
appropriate people when contracts need attention.
• HR automation
• ECM software can remove the need for paper-based employee files while also improving
new hire processes, streamlining the organization of HR-related information and
guaranteeing compliance with HR onboarding mandates.
• Accounts payable automation
• ECM software enables users to accurately match, distribute and approve purchase orders,
delivery tickets and invoices, resulting in reduced late fees and enhanced efficiency.
• Accounts receivable automation
• ECM software provides users with immediate access to purchase orders, invoices and
signed receipts, thus reducing the time for days sales outstanding (DSO) by accelerating
the speed of customer payments.
How does ECM work?
How does ECM work?
• Enterprise content management refers to the collection of
strategies, methods and tools used to capture, manage, store,
preserve and deliver key organizational process information
throughout its lifecycle.
• Organizations can use ECM software to identify duplicate and near-
duplicate content, allowing the organization to keep a few copies of
a particular piece of content instead of hundreds.
• This variety of information will be organized in a central location
with document metadata stored in folders, ensuring the content is
available to the right people at the right time.
Why ECM important?
Why ECM important?
• Creating regulations to prevent from financial frauds and data
breaches.
• Have made effective information governance essential not only for
compliance reasons, but also to help protect the organization's
reputation.
• Organizations also need to manage content effectively for
integration with business intelligence/business analytics (BI/BA)
applications that help them to use the available information to guide
business decisions.
• Increase the productivity and efficiency within companies
• Secure repository of unstructured information
Components of ECM
Components of ECM
• ECM can be broken down into five major components:
• The capture component- involves creating information by converting
paper documents into electronic formats, obtaining and collecting
electronic files into a cohesive structure, and organizing information.
Information can include content like invoices, contracts and research
reports.
• The manage component- connects, modifies and employs information
through means such as document management, collaborative
software, web content management and records management.
• The store component- temporarily backs up frequently changing
information in the short term within flexible folder structures to allow
users to view or edit information.
• The preserve component- backs up infrequently changing information
in the medium and long term, and is usually accomplished through
records management It is commonly used to help organizations comply
with government and other regulations.
• The deliver component- provides clients and end users with requested
information.
Benefits Of ECM
What are the benefits of ECM?
• An effective enterprise content management system provides
everyone in the organization with easy access to all the
information they need to make business decisions, complete
projects, collaborate and perform their jobs with efficiency.
• ECM included the following benefits such as:
• Minimizes compliance and regulatory risk
• Provides a single source of truth
• Reduces cost
• Improves customer satisfaction
• Provides business continuity
• Increases productivity
• Improves content accessibility
ECM Software
ECM Software
• ECM software provides several capabilities
• At a high level, key elements of ECM incorporate the following:
• content lifecycle management
• workflow management
• information governance
• content management systems
• collaboration tools
• enterprise document management
• digital asset management
ECM Software
• Robust ECM software includes these features:
• Automated workflows
• Integration with other applications
• Disaster recovery planning
• Document scanning
• Search capabilities
• Metadata support
• Versioning
• User access controls
Implementing and
ECM Platform
ECM Roadmap
• An ECM implementation is often a complex process that involves
a variety of stakeholders and departments.
• Before implementing ECM, it’s important for organizations to
develop an ECM roadmap or strategy to identify the priorities of
the ECM implementation and get clarity on the necessary
procedures and technologies it entails.
• Key Steps for creating an ECM roadmap
1. Perform a through content audit – Identify how users are
currently storing and sharing files written their organizations
2. Chart organization’s content lifecycle – Be sure to distinguish
between works-in-progress and published files
3. Identify mandates/guidelines for content governance – consider
user security, operational risks and regulatory requirements
Key steps for implementing ECM
• Once an organization clearly understands the ECM strategy, the next
step is implementation.
• Steps for ECM Implementation
1. Enlist a team of stakeholders
2. Define your ECM Goals
3. Plan your goals
4. Build, test ad deploy your ECM
5. Iterate
End