Strategically Implementing Enterprise Content Management System

A successful ECM deployment requires effective planning. Before deployment, content managers should consider their organization's content lifecycle, security, and compliance needs.

FREMONT, CA: Digital adoption is essential to upgrading a company's operational capacities and daily productivity. Media companies are increasingly employing enterprise content management (ECM) systems. Executing the deployment of effective ECM applications can ensure companies maximize their business models while maximizing profits.

Automated content management systems can benefit companies through a better integration approach.

Undertaking the right content strategy: Authorities must deploy the right ECM system after considering the company's goals. It is also best to account for the company’s digital adoption readiness. A company needs to be ready to implement automation and machine learning (ML) applications while also being able to manage any newly integrated potential digital infrastructure. After establishing the right digital technology to meet the company's requirements, companies can choose the right ECM system.

Content lifecycle: A content lifecycle refers to the multi-stage process that corporate documents go through from creation through retirement. Content managers should review their organization's content lifecycle routines and processes to see if an ECM system could improve them.

Businesses require a defined content lifecycle to improve document operations and save employees' time. Before selecting a solution, content managers should describe the content lifecycle, system integrations, and workflows.

Security: Organizations deal with data coming in from multiple sources that require secure connections and storage solutions. The right ECM systems involve built-in security measures to prevent cybersecurity attacks like data breaches. Companies need to devise the appropriate content management strategy keeping the security features of the ECM in mind.

Whether an organization stores content on-premises or in cloud environments, it can use adjustable settings to improve content security. For example, security features can limit who can access content by document or content type, which keeps sensitive information in fewer hands. Also, systems can encrypt data in motion and at rest.

User experience: User adoption can increase when ECM systems focus on people as much as technology. Managing content should consider all potential users and determine how new systems and processes may differ from old ones.

A well-designed system can help users find relevant content on time during development and early deployment. ECM systems should provide easy access to information employees need. Full-text searches improve content findability, while metadata, synonyms, and predictive analytics can enhance the search process.