Enterprise Content Management (ECM) it has been an important part of the corporate technology architecture for more than a decade. Traditionally, it has been described as a set of processes, strategies, and tools that enable a business to capture, manage, store, and preserve content across the organization. But business needs and enterprise content management solutions have changed dramatically in recent years.
Today, sharing information and collaborating with colleagues, customers, suppliers, and other business partners is an essential part of doing business. To meet the demands of global enterprises with distributed digital workforces, ECM has morphed into content services.
What are the benefits of an enterprise content management solution?
Growing out of the document management systems of the 1990s, enterprise content management software was designed to provide an enterprise layer to the automation of core document-centric processes.
He strove to create a repository, a single source of truth, where content could be stored, managed, searched, and retrieved. He provided new levels of control and governance of information that were not possible before.
These solutions were incredibly powerful in managing documents and records. As more and more content was created, in both structured and unstructured formats, the best ECM software ensured that everything was searchable and accessible to users, auditors, and compliance.
So why, with so many important business features, have so many implementations been underutilized? because the focus of ECM Solutions it was originally in the technology rather than the business processes and the people who used it. Organizations were more interested in gaining control of their content than enabling what their people could do with it.
This led to systems that were great for capturing, storing, and managing content, but were difficult to use and labor intensive for the end user, often requiring them to change their workflows to accommodate the system.
This resulted in users often resisting the switch to ECM and continuing to work as they had before. They persisted in saving their content to hard drives and file shares, only passing the content to the ECM software when they completed their task.
The ECM system became primarily a system of record, which was great for control and governance of official business records, while silos of information stretched throughout the organization as users created new content on their computers. preferred systems.
The ECM software forced the user to get to the content, and to be effective, ECM needed to get the content to them.
What are the capabilities of an enterprise content management system?
The move to content services provides organizations with a new way to connect content to their digital business. It offers tools, techniques, and strategies to empower end users by making it much easier to work on, share, and collaborate on content.
it gives them access the right content within the apps they are most comfortable with. At the same time, it is based control and governance functionalities to enable secure information sharing and collaboration across the enterprise and with external partners.
Organizations need purpose-built, lightweight decentralized applications that are easy and effective to deploy and use. Content service solutions that help achieve this include:
- breadth of capabilities to dominate content management, capture, archivingdocument generation and more.
- Deep, out-of-the-box integrations with the main application teams are working every day—such as SAP, Salesforce, SuccessFactors, and Microsoft—to minimize the need to switch applications and deliver information when and where it’s needed.
- Automatic and integrated information governanceincluding records management, archiving and electronic discovery.
- Employee experiences with role-based responsive access; anywhere on any device.
- scalability to process as many objects per day as needed (potentially in the millions), always securely.
- Flexibility to run the solution anywhere— On-premises, private cloud, hyperscaler (eg, Google Cloud, AWS, Microsoft Azure), public cloud SaaS, or cloud API integration and extension.
Why do you need enterprise content management software?
Organizations still need the core functionality that ECM software has always provided. It’s less about rip and replace and more about building new content services on top of the foundation most organizations have established with their ECM solutions: building a content services platform.
According to Gartner®, ECM is used to create, store, distribute, discover, archive, and manage unstructured content (such as scanned documents, email, reports, medical images, and office documents), and ultimately analyze usage to enable organizations deliver relevant content to users where and when they need it.
A content service platform takes ECM one step further.
Where ECM was once about establishing tight control over the user of content, the primary role of a content service platform is to provide users with the content they need, in the format they want, when they need it, and on the device they are using. .
It enables flexible deployment on-premises, hosted, or SaaS, and provides advanced analytics to drive insight and action based on all the data within your content.
What are content services and how do they relate to traditional enterprise content management?
The initial concept behind enterprise content management software is that the content created within an organization is its most valuable asset, and as such, it must be managed throughout its lifecycle so that it can be accessed and used effectively. effective way. The best ECM tools were developed with this in mind.
The traditional ECM approach required organizations to invest heavily in enterprise content management systems that were often unwieldy and complex. In many cases, this resulted in slow end-user adoption and fancy features being underutilized.
Today’s digital knowledge workers want access to content, anytime, anywhere, and it must be in a format that is easy to work with and available within the application of their choice. In this way, content can be the fuel that drives business processes, not just a corporate asset that must be controlled and protected.
Content services provide a new approach to enterprise content management where ECM functionality is extended to core applications, in the form of microservices, that people use every day, while a content services platform runs in the background. to provide the same level of control, security. and compliance that has long been a hallmark of ECM solutions.
Why choose OpenText as your enterprise content management provider?
OpenText has been a leader in enterprise content management for over 20 years, providing the best on-premise and cloud-based ECM solutions, and is the first organization to fully embrace the transition from ECM software to content services.
Here are three reasons to choose OpenText as your enterprise content management provider:
- Number one on the market: Thousands of organizations trust OpenText content management solutions for their enterprise-grade capabilities, industry-leading records management, data capture, visualization, transformation, and sharing of enterprise content. OpenText offers a wide range of information management solutions and content services to meet all business requirements.
- Industry Leading Integrations: Organizations need a digital workplace that enables frictionless information flows and improves process management. Integrate with SAP, Salesforce, Microsoft, and other leading applications, and seamlessly incorporate OpenText content services and content collaboration solutions to minimize application switching and increase user productivity.
- Future in the cloud: OpenText offers the flexibility to choose from all deployment options, whether private, public or hybrid cloud, multi-tenant SaaS or on-premises. Organizations can future-proof their operations by leveraging a robust roadmap and quarterly innovative feature enhancements.
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