Enterprise Content Management: More Than a Digital Filing Cabinet
What do you think of when you think of enterprise content management? If you're like a lot of other business owners, you may be picturing a place to store your documents, like a filing cabinet in a digital space. It's true that content management software does give you a simple solution for document management. However, enterprise content management is much more than just a digital filing cabinet for employee and client files. It provides a lot of possibilities that can position your business far ahead of the competition. You just have to know how to take advantage of all that your content management software has to offer.
In many cases, this kind of software can allow your organization to take existing processes and merge them in new ways to meet the needs of everyone involved. For example, one of the easiest ways that you can expand your company’s ability to do work is to improve its existing workflow. The right document management solution can help you do just that. The right solutions can encourage employees from across the company to collaborate in new and exciting ways. Without the physical boundaries of a manual system, your team can move forward faster! In other words, more work means more profit.
To truly understand some of the possibilities of enterprise content management, it is important to understand the five stages of content management software.
Enterprise Content Management Step 1: Data Collection
The first stage of enterprise content management involves gathering existing paper documents and converting them into digital formats. As a result, files that are stored online are easier to access later. This process may sound complicated, but the truth is that it's actually quite simple, assuming that you're using the right platform. The most difficult part is gathering your physical documents, but once you've uploaded them, you can finally shred them and enjoy a less cluttered workspace. Vasion uses simple data capture solutions so that this process can go as smoothly and quickly as possible.
Content Management Step 2: Data Management
Now that you've uploaded your data, it's time to start using your new data management platform. You may be doing your best with your data management and organization, but if you're still using a paper-based system, you may still be lagging behind. The good news is that a digital content management solution can help you catch up.
The second stage of document management involves organizing the collected documents and using them to work collaboratively throughout the organization. This way, you'll get everyone on the same page. This is also the step that turns your content management solution into more than just a digital filing system. You'll start making the most of those documents instead of just storing them. With data management, you can connect the dots and see how your documents relate to one another and how you can use that information for the good of the company.
Content Management Step 3: Data Storage
The third stage of enterprise content management is relatively simple: data storage. This is usually the step that people think of when they consider data management, but the truth is that even simple data storage is more effective here than it would be in a physical filing cabinet.
Finding an effective storage process that allows for viewing and accessing documents is key to having a useful storage platform. With the digital approach, you don't have to waste your time searching for the right document. Instead, you can find exactly what you need in just a few moments. And again, this data storage platform removes much of the clutter from your office space. Using a few keywords to find what you need is a much simpler experience than digging through a bulky pile of papers.
Content Management Step 4: Data Preservation
The fourth stage of content management is data preservation, or using your document management tools to preserve older versions of files for archival reasons. These documents may not be a significant function for most aspects of the business. Preserved documents are mostly used by human resources teams and for historical reference. As a result, this is the most transactional portion of the platform.
Still, the digital aspect of enterprise content management means that data preservation becomes simple. With a non-digital system, your archival papers do little more than take up space until the moment you need them, and those moments are few and far between. On the other hand, a digital platform clears that space and provides a simple yet highly functional method of data preservation.
Content Management Step 5: Data Delivery
Finally, there's the fifth stage of enterprise content management: data delivery. This stage is the end result of the entire process up to this point. It's where the end product is provided. By providing a quality product, enterprise content management takes the idea of content management to a whole new level. How? By providing several solutions at once. For instance, a digital data delivery platform lets you find your documents fast. It also supports a cohesive workflow, thereby reducing confusion.
Business owners have used their data delivery platforms to add efficiency to their companies, improve their employee onboarding processes, increase customer satisfaction, and much more.
When you know how to use it to your advantage, your enterprise content management platform can be much more than just a virtual filing cabinet. It can actually help you grow and improve your business. At Vasion, we've designed our content management solutions so that business owners can experience every possible advantage from our software.
Want to learn more about how you can use your content management platform to its fullest potential? Have questions about switching to a digital solution? The Vasion team is here to help. Contact us today to schedule your demo and see how Vasion works in action. We'd love to show you around the platform and answer your questions about our product.