Control Your Information
In the world of business, information is key. Being able to draw from a wealth of information allows businesses to not only make better decisions, but also allows them to learn from past mistakes in order to avoid them in future business dealings. However, having too much information can be a bane to the success of a business. It doesn’t matter if you have all of the information in the world if you are unable to quickly access and analyze it. Here at Ecodocx, we strive to provide a solution to this exact issue through providing enterprise content management software that is designed to help collect, organize, and provide access to vital documents. In today’s post, we are going to go over some of the opportunities that ECM software provides for businesses and why we feel that ECM is essential for proper document management. Continue reading below to learn more.
Harness the Power of Your Business’ Documents
Modern businesses are metaphorically drowning in an ocean of content and information. Being able to immediately access information related to operation data is not only becoming an expected functionality, but it is quickly becoming a requirement to even be able to efficiently run a business. Having an ECM system that can utilize the power of Windows File System allows employees to stay connected to document actions, eliminates a large amount of waste in relation to paper-based file systems, and adds more security and visibility to daily document processes. ECM systems that are able to integrate with Windows File System allow for a streamlined approach to content management that not only helps employees do their work faster and more efficiently, but also carries many other benefits. Below we have listed a few that we feel are most important.
- Content is Protected:When it comes to security in relation to corporate documentation, it is important to make sure that only the people who are supposed to be handling documents are the ones with access. With paper documents, relocating, sharing, and indexing files can cause issues in relation to security because, if people are not careful, documents can easily be lost or misplaced. By integrating ECM software into the practices of a business, the files are secured in a single program. Modern ECM’s can be built to ensure that files are securely archived and password protected, no matter where they are located in the systems of the company. Additionally, security measures can be implemented to make sure that only people who are supposed to have access to a document actually have access to that document. This greatly reduces the chance that prying eyes can access a document that they are not supposed to be looking at.
- Increased Efficiency: Ask any business owner about efficiency and they will most likely say that it is one of the most important things to work on in a business setting. Efficiency saves time, allowing employees to spend less time on mundane tasks and more time on areas of the business that could benefit from more employee engagement. By integrating an enterprise content management system into existing digital file systems, all employees of the company are given instant access to important documents and files at anytime and from any location that has an internet connection. This allows employees to more quickly access information, reducing the amount of time they spend physically looking for the files that they need. While it might only shave off a minute or two here and there, those minutes add up when put in the context of an entire fiscal year.
- Better Editing Access: With all files located in a single platform, tracking edits is much easier. After searching for a file in the system, users are better able to access any of the important editing tools, such as track changes, markups, accept and reject functionality, and much more. Not only does this allow users to have access to editing tools that they are familiar with, once edits are made and the document is saved in the system, a history of the document is saved which allows administrators to go back and see every edit that has been done to a document. This history log makes it much easier in the scenario that an audit must be done because it allows a business to show the full “life” of a document, ensuring that any major changes are not lost in the ether.
As you can see, enterprise content management provides multiple benefits for businesses and should, in our opinion, be adopted by as many industries as possible. If you would like to learn more about our ECM solutions and what it can do to help your business, please contact us today at Ecodocx. We have been providing companies with document management solutions for years and we are certain that we can handle any needs your business may have in relation to this vital service.