Everyone benefits with a Good Enterprise Content Management (ECM) SystemEnterprise content management is a hot topic now, because it offers many solutions; compared to outdated paper-based document storage, which now seems cumbersome and reckless to a company's long term goal. With an effective ECM system significant improvements in workflow are felt immediately, and in turn increase the overall bottom line.
With important documents and records housed in an ECM system that is intuitive and designed specifically for the organization, employees can now search and access information right at their fingertips. Imagine never having to search again through a vast sea of information.
Here are 10 solid reasons on why you should go paperless.
A good ECM system will create more unity among the workplace. It reduces needless time spend on unnecessary tasks and increases overall efficiency. Imagine paperless information is delivered as a group to targeted employees scattered throughout a company. Meetings and events run more effectively and projects are completed on time.
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What Happens to an Organization's Sensitive Documents?
Documents typically range from various confidential correspondence with clients to items such as tax and health records, employee’s compensation and 401k benefits. Often sensitive information accumulates quickly and becomes misplaced if it’s not automated properly. It’s amazing to think that even in our advanced tech-driven world that companies are still using outdated paper based filing processes and storing data in unprotected cloud technology.
When lost records occur from either misfiled paper documents or information that has been lost in the cloud, the retrieval of these items becomes an arduous task, to say the least. These errors can become a huge financial burden on a company. Also, precious work time is wasted, and as the saying goes, time is money.
Enterprise Content Management (ECM)
Efficient information document retrieval is absolutely critical in any industry. Often times, companies need to have access to their records within seconds. This is exactly where it becomes smart to partner with an Enterprise Document Management (ECM) company. A company like this becomes a huge asset to an organization. An ECM company provides solutions in cloud control, systemizing, storing, retrieving, and by providing a high level of security. This enables administrators and customers alike with ease to access critical information on-demand.
Why Professionally Archive Your Documents?
A good ECM company is an important guide and helps to improve the overall business process. They provide their customers with the right technology and a user-friendly interface. However, underneath this it will have a sophisticated infrastructure to protect and locate documents quickly. An ECM consultant who is worth their weight in gold helps their clients to understand and know how to store and consolidate their information safely in the cloud.
Document Management Improves Production and Profit
In addition, another good reason to partner with an Enterprise Content Management Company is that they understand the various and complex local, state, and federal laws to ensure a company keeps up with their compliance regulations. There are certain laws that mandate hard copies are required to keep for a certain period of time. Therefore, any paper documents that need to be saved are also digitized in a secure database so that they are accessible. The paper documents are then boxed accordingly with barcodes for easy accessibility, when needed, in an offsite vault-like warehouse. Streamlining and securing documents contribute to the overall improvement in quality control, and adds more profit to an organization’s bottom line.
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Have you gone paperless yet? If not, what are you waiting for? You're already behind and your company is losing ground in the global marketplace. Your company's success is directly dependent upon its intelligence and data. Outsourcing your content management with a trusted Enterprise Content Management (ECM) company provides a competitive edge in your vertical. And, if you’re dealing with sensitive information that requires strict guidelines and security protocols, then you'll want to work with a trusted ECM provider who knows and understand the various shades of state and federal laws.
As you know, there are so many documents accumulated in the course of doing a transaction, it’s overwhelming. If your organization is not integrating a top-level solution, mismanagement of your data/documents can wreak havoc on your business goals.
By going paperless the right way you have a huge opportunity to locate the right information at your fingertips. Remember, your information/data is the core of your business intelligence, so it must be organized and you must have constant access. In order for your data to work optimally, it needs to be stored in cyberspace.
Data Management is a 21st Century Phenomenon
It's a fact. Any kind of business relies heavily on their internal data. For critical information, you don’t want it in paper form, it’s way too risky if you lose it. Having your data in a paper-less form means your company has more potential to meet ongoing demands. Organizations need to adapt to the idea of transitioning from paper to paperless. Outsourcing and storing information in an Enterprise Content Management (ECM) software system is the best way to go.
By using a reliable and trusted ECM solution, you're assured that your information is stored safely in the cloud. The ability to access and analyze data can improve business decisions, save money and increase ROI. However, data is only helpful if it's searchable. Also, a reliable data management system ensures that the data is cleaned of any errors. Without meeting these certain premises the data is not useful and not easily obtained, therefore:
What's your experience with managing data? We would love to know, feel free to comment.