What is an Enterprise Content Management (ECM) System?

Simplify document management processes and protect your data with enterprise content management.

Business leaders across all sectors are searching for the perfect way to optimize their document management processes and reap maximum profits from their data. A simple way to achieve these objectives is by implementing an enterprise content management (ECM) system.

At Kyocera Document Solutions, for example, they believe that ECM systems are the key to streamlining business processes and organizing unstructured data. Effective ECM tools not only simplify document management, but they also improve regulatory compliance and drive productivity, while seamlessly adapting to existing workflows.

New ways of working and an ever-accelerating period of digital transformation demand fresh approaches. Enterprise content management software could just be the final step of your business’ path to success.

What is enterprise content management?

In short, enterprise content management is a dynamic way to control your digital content and manage the information your organization handles with ease. The right software simplifies your workflows and lets you regain control over your data.

The global enterprise content management industry is growing exponentially, and there is no time to be wasted when it comes to optimizing the benefits that this rapidly-developing software can bring.

ECM systems simplify document management processes

Have you ever found yourself struggling to locate a vital contract that urgently requires a stakeholder signature? Or perhaps document chaos has caused your team members to collaborate on different versions of the same file, leading to confusion around which file is the final version?

With an ECM system, gone are the days of inefficient document management. By digitizing your paper documents and using cloud-based collaboration software to work together on important files, you’ll always be in control of your data.

In addition, you can use ECM software to automate workflows and improve your business processes. For example, digitizing contracts will allow you to set automatic notifications for when it’s time to review, amend, and sign them. Regular orders and payments your organization makes can also be simplified, giving you more time to attend to essential business matters.

This is one of the main functions of enterprise content management systems — to make your life easier and provide you with a pain-free way to manage your documents throughout their lifecycle.

How ECM software improves regulatory compliance

Complying with data protection regulations comes down to one key component: how you manage your data.

If your data is unstructured and scattered across emails, personal documents, spreadsheets, and more, it’s highly likely that confidential information isn’t being adequately protected.

With potentially 80% of data by 2025 being unstructured, the possibility for data breaches that cause irreparable damage to an organization’s reputation and finances is on the rise. By implementing a holistic ECM strategy, you can ensure your business doesn’t suffer the consequences of poor data management.

Once your data has been digitized and stored in a secure, central repository, enterprise content management systems can designate user permissions and allow you to control who can view documents. In addition, administrators can monitor activity on their encrypted documents and prevent unauthorized parties from accessing their information.

Increase your profits with ECM

In today’s landscape of competitive, resilient business, time is one of the most important currencies. If your organization is wasting valuable hours searching for documents, potential new business opportunities are being missed.

ECM software empowers your organization with the ability to make the most of customer information and shared knowledge, allowing you to utilize insight that may have been lost if essential information was left sitting in piles of paper documents.

Your data is only as valuable as the insight you draw from it; by capturing, storing, and assessing your documents, you can boost your profits and unlock new business opportunities.

As well as this, by implementing an all-encompassing ECM system you’ll save money that was previously spent on a range of software solutions from a variety of providers that each tackled a different problem. It’s simplicity at its finest: one solution to resolve multiple pains at once.

Implementing an ECM that adapts with you

Once your organization has evaluated the benefits of enterprise content management systems, weighing up the different options is the next step.

At Kyocera, they believe that the perfect solution adapts alongside you as your business expands and develops over time. As your business evolves, your unique needs and challenges will also change, requiring a new approach to bring you prosperity.

This also applies to enterprise content management. If your business successfully acquires a new client in another part of the world, you’ll need to review your data protection measures to ensure that you are complying with confidentiality regulations in both your country and theirs.

In addition, if your organization grows over time and welcomes tens or hundreds of new employees, your enterprise content management software may need to also include scalability features to handle this influx of employee data and payslips.

Which ECM system is right for me?

Deciding which ECM system is the best option for your business is no mean feat. Numerous options on the market can make selecting the option most likely to bring you success an overwhelming task.

A great way to begin is to turn to an organization with a proven pedigree in providing customer-centric solutions that enhance your efficiency and security.

One such organization is Kyocera. Since 1959, their solutions have sought to optimize their customers’ operations. Today, their solutions are helping businesses embrace digital transformation. These solutions include enterprise content management systems such as ShareBase® by Hyland and Square 9.

Having been recognized by prestigious platforms such as Gartner’s Magic Quadrant, a valuable tool that evaluates content services providers to help customers make smart investments, Kyocera’s ECM tools represent an attractive proposition for driving business success.

A new age of document management

Enterprise content management systems are, in a nutshell, a simple and effective way for you to manage your documents efficiently, improve data security, boost profits, and future-proof your business’ operations.

Understanding what this software can do for you is the first step — the next rung on the ladder to success is evaluating the best systems available and implementing an ECM. With Kyocera’s help and expertise, success is right around the corner.