Why Do I Need Enterprise Content Management?

Most companies understand the fact that they need a strategic enterprises content management software. They have identified the most crucial business challenge – of handling too much paper or unstructured bottlenecks of access, store or trying to process information.

A simple example is the mortgage loan origination file. There is a lot in that file that needs to be kept track of. And if a form goes missing, the hassle has just begin. But managing all this with an ECM software is far easier.

There are several advantages of a content management system in your organization, here we have listed a few of them:

1.       Content is central and can be shared easily: All the important files and documents are located in a central repository, so that it is easily shared, accessible and tracked. The content can be easily shared will all the co-workers, therefore reducing the possibility of getting duplicated content on a daily basis. If you don’t have an ECM, it is quite possible that the content will be spread all across the organization, rather than being centrally located.

2.       Content is precise: Each file or document can be stored to the ECM only once, while a number of changes can be made to the same document, as well kept track of all the editions. This means all the content is consistent and is regularly updated. If an ECM is not being used, then its possible most of the different pieces of documentation are present in different files and each file is updated individually, leading to mistakes.

3.       Content is safe: Only specific people from the organization who have unique IDs access to the content can reach it which makes the latter secure. Different user privileges are given to different users. So, while one user only have access to read the content, the other may be able to change it. Without a CMS system, anyone can change or access the documents, which results can be very risky.

4.       Content processes through shorter editorial cycles: All the editorial related tasks are automated and all the users are informed about their daily updates and tasks. This results in smaller editorial cycles with multiple users being able to work instantaneously across the documents. If an ECM is not present in your company, it results in a review process and inefficient editorial. Also, responsibilities and deadlines are not well-defined and can’t be monitored.

5.       Content that is fresh can be quickly created: Fresh content can be created within minutes. Users can use the old content to alter it a bit and create new content. Without an ECM, content needs to be written from scratch all the time, as the existing content cannot tracked and accessed easily.

6.       Content can be delivered before deadline:  With an ECM, users can create a single-source content. This can be updated once and then used by different media channels, whenever needed. Without an ECM, separate files exist for web, print and PDF versions, thereby meaningfully increasing the time taken to update and publish the content.

7.       Content can be easily translate into different languages: This is known localization and can be done efficiently using an ECM. The concluding allows you to update small number of documents, saving you thousands of dollars. 

So, opting for an ecm software is not only a good idea, but it’s an absolute imperative. Using an ECM can leverage and use your content in a more efficient way, with a centralized content repository, being a necessity for any business.