Is Smart Information Direction the New company Content Direction

Enterprise-wide content management systems (ECMS) are essential for companies. They ensure order and efficiency in the chaos of paper documents and digital resources. In addition, they lead to further technological leaps in the field of business management and quality assurance. Today, physical formats are almost a thing of the past and all administrative activities are expected to be carried out online. With the need to manage printed documents virtually eliminated, it is not surprising that cloud solutions are taking this area by storm. However, not all tools can provide the functionality expected from an ECMS. More importantly, you should ask yourself what compromises cloud solutions will make when it comes to cybersecurity.

Read this article to gain insight into how ECMS have fared in the past and what the future holds for these systems. Learn what benefits they bring to the modern enterprise and why an end-to-end encrypted storage solution like Tresorit is a great way to grow and secure your enterprise content management in the cloud.

What is Enterprise Content Management?

Enterprise Content Management (ECM) is primarily understood as document or archive management. It is the process of managing the entire lifecycle of an organization’s records, including documents, spreadsheets, PDFs, and images.

In an era when all industries use paper, physical documents are the primary content medium that a company needs to securely store, organize, preserve and distribute. Statements, resumes, correspondence and contracts must be processed (discussed, verified, approved, etc.) and exchanged between multiple parties before being archived or even securely destroyed.

But today, business-critical content encompasses more than just paper: videos, presentations, audio files, images, social media posts, emails, website content, spreadsheets and digital documents are valuable assets necessary to perform daily tasks. As overall connectivity continues to increase, cloud-based solutions are needed to improve collaboration. In addition, identifying, tagging and grouping information in different forms based on their importance or sensitivity can be a challenge.

Essentially, ECM is responsible for managing the lifecycle of business-related content using a defined set of processes, methods, policies, and tools. In addition, the software tools and storage methods used for these purposes have shifted from locally stored applications to more flexible cloud solutions. This enables companies to efficiently collect, process, organize, manage, store, archive and distribute all digital business-critical information to their employees, stakeholders and customers in an online environment.

Why is Enterprise Content Management important to organizations?

Organizations use ECM technology to improve efficiency, increase information control, improve accessibility and security, and facilitate collaboration. Moving from paper-based documents to a centralized ECM system automatically brings sustainability benefits – a process that can provide additional cost savings if done correctly. ECM systems can also automate multiple workflows and processes, increasing business efficiency.

What are the key benefits of Enterprise Content Management?

– Cost savings. Minimizing local storage requirements for paper documents and digital information can provide significant cost savings. When tools are in place to automatically handle file retention and maintain access and change logs, this can facilitate compliance, thereby avoiding the levying of potentially large fines. Cloud solutions offer a more flexible and less expensive option for data storage needs.

Productivity. An ECMS can manage large volumes of data in a short period of time and simplify the logistics of storage and distribution. In addition, it can help reduce duplication of files, accidental loss and unnecessary changes to content. Manual business processes can be automated, so employees can focus on the work that really matters.

Security. Digital storage with role-based access controls and encryption methods ensures that information is private, permissions (i.e., who can edit, read, share or delete content) are controlled, and changes to content can be tracked. Better auditability also helps increase customer and regulator confidence.

Compliance. Ensure compliance with legal and industry regulations such as GDPR, HIPAA, Sarbanes-Oxley, PCI DSS, FINRA, TISAX, CCPA, and ITAR) by properly classifying information content (personal information, sensitive personal information, sensitive business data) and applying restricted access controls to it (read-only, edit, share, etc.), and of course And encryption.

Decision Making. Decision making is enhanced by data analysis, search capabilities and automated processes.

Access. ECMS provides the tools for data search and analysis. They enable truly global and location-independent employee collaboration by ensuring that employees have access to the documents they need at any time, on any device. ECMS also improve service to so-called RFIs (requests for information).

Satisfied customers. Content is shared not only within the company, but also with external customers and partners. Customer service, such as B. Problem resolution, information, notification, availability and order processing, are enhanced by ECMS.

Business continuity and recovery. A well-designed, redundant ECM platform provides companies with increased availability and reduced downtime in the event of a service disruption by including archiving, backup and disaster recovery.

Key ECM features you should be familiar with

Employees fail on average 46% of the time when searching for the information they need. The root of the problem is that content is often distributed across multiple, independent systems and locations. In today’s corporate environment, vast amounts of information must be immediately available to thousands of employees and even external third parties.

As a result, ECMS, encryption solutions and cloud services are becoming increasingly important. Employees must, for example, be able to collaborate onsite without compromising the integrity of their documents. Document versions also pose a challenge: they are a technical requirement and are mandated by regulatory agencies. As a result, avoiding duplication and the option of restoring previous versions of documents is an important need for many companies. Employees who work together in teams and groups or on different projects should also have dedicated workspaces to ensure security and efficiency.

Fortunately, all of this can be easily done today – as long as you have the right tools on hand. End-to-end encrypted cloud solutions such as B. Tresorit offer role-based access control and file version monitoring. These can help ensure that information remains private, permissions (i.e., who can edit, read, share or delete content) are controlled, and changes to content can be tracked.

ECM is an umbrella term for a variety of software, tools and processes that require integration with several other platforms, such as CRM (Customer Relationship Management) and ERM (Enterprise Relationship Management) solutions. While programming interfaces can be used to create integrations with various other services, they can also pose security risks if not used properly. Cloud-based ECM solutions can be easily integrated with other cloud services. Choosing the right tools can greatly improve security. End-to-end, zero-knowledge encryption is a good place to start.

An ECM system can track changes (company-wide or legal) and notify users to adjust their work or content accordingly. When routine manual tasks are replaced by automation with customizable and well-defined steps, it enables organizations to handle document routing, notify the right people at the right time, and streamline approval processes or other complex business operations.

Auditability is a key factor when it comes to risk management and compliance. With an advanced ECM solution, every change and activity in the system is traceable and evidence can be obtained within a defined time period. A single reliable source of evidence is essential to demonstrate compliance with industry standards and national and international regulations. Controlling and analyzing business processes and workflows helps employees understand usage behavior, enabling companies to learn from mistakes and improve efficiency.

Is there a future for enterprise content management?

In 2017, the Association for Information and Image Management (AIIM) proposed changing the name of “Enterprise Content Management” to “Intelligent Information Management” (IIM).IIM is defined as “the strategies, methods, and tools used to create, capture, automate, deliver, secure, and analyze content and documents related to an organization’s processes.IIM refers to the management of content and data, not the content itself.”

The future of enterprise content management is therefore closely tied to machine learning, cloud technologies, quantum computing and improved mobile device performance. Moving enterprise content management to the cloud ensures that unstructured content (information without a predefined format, such as Office documents, PDFs and emails) is enhanced using metadata. This allows them to search, share and edit for multiple people at the same time – from anywhere and on any device. Organizations with multiple locations around the globe will benefit from a single, centralized repository where business processes are brought to a common standard, which in turn promotes efficiency.

Structured data (integrated and defined information, such as databases and code datasets) would benefit from artificial intelligence technology that can control and analyze content inefficiencies, errors and duplication. Many HR business processes can be automated: contract management, accounts payable, routing of material approvals, and timely processing of tickets and bills. Artificial intelligence technology can also be used to understand how users interact with content – and therefore, more broadly, how they work and how to make processes more efficient.

Tresorit offers diverse solutions that allow companies of all sizes to explore secure options to enhance their content management frameworks. tresorit’s digital workspace reflects the future of work. A pioneer in the hybrid workforce, Tresorit connects teams while giving them secure and direct access to company data – but in a centrally controlled manner.

Increasingly connected devices, anytime, anywhere access, stricter privacy regulations, insecure Wi-Fi and mobile devices all demand that security be an integral part of the next generation of ECM solutions.

With Tresorit, all company data is protected by true end-to-end encryption. This means that no one – not even Tresorit – can access your files unless they are shared by you. Data exchange can be shared through a team’s shared folders and secure links. Once shared, files can be further protected with passwords, link expiration dates, virtual watermarks, or download locks. Your administrators can enforce selected settings at the role or company level to ensure maximum security. These features help companies mitigate the risk of human factors, one of the biggest security risks.

Tresorit synchronizes folders between all user devices. This way, you can ensure that everyone is always working on the latest version of their respective files. With Tresorit’s file analytics, you can leverage metadata by tracking how the recipients of the files you share interact with them. Basically, document analytics provides additional insight and extra security when it comes to who is interacting with your files and how. Learn more about how to optimize the use of Tresorit in your content management system.

 

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