Is Intelligent Information Management the New Enterprise Content Management?

Interprise nội dung management systems (ECMS) are essential for companies. They ensure order and efficiency in the chaos of paper-based documentation & digital resources. In addition, they have led to further technological leaps in the area of ​​enterprise governance and quality assurance. Nowadays, physical formats are almost a thing of the past and all administrative activities are expected to lớn be carried out online. Since almost no printed documents have to be managed anymore, it is hardly surprising that cloud solutions have taken this area by storm. However, not all tools provide the functionality expected from an ECMS. More importantly, you should ask yourself what compromises cloud solutions make when it comes to lớn cybersecurity.
Read this article for an in-depth look at what ECMS has been about in the past và what the future holds for these systems. Find out what benefits they bring to lớn modern businesses and why end-to-end encrypted storage solutions lượt thích Tresorit are a great way lớn grow & secure enterprise nội dung management in the cloud.
What is enterprise content management?
Enterprise content Management (ECM) is mainly understood lớn mean document or file management. It is the process of managing the entire lifecycle of an organization's records, including docs, spreadsheets, PDFs, và images.
In the days when all industries used paper, physical documents were the primary medium of nội dung that a company needed lớn securely store, organize, preserve, and distribute. Statements, resumes, correspondence and contracts had to be processed (discussed, verified, approved etc.) & exchanged between multiple parties before being subsequently archived or even securely destroyed.
But today, business-critical content encompasses much more than just paper: videos, presentations, audio files, images, social truyền thông posts, emails, trang web content, spreadsheets, and digital documents are invaluable assets necessary to lớn carry out day-to-day tasks. As overall connectivity continues to increase, cloud-based solutions are needed lớn improve collaboration. Additionally, it can be challenging to lớn identify, label, and group different forms of information based on their importance or sensitivity.
Basically, enterprise nội dung management is responsible for managing the lifecycle of business-relevant content using a set of defined processes, methods, strategies và tools. In addition, the software tools và storage methods used for these purposes have shifted from locally stored applications to more flexible cloud solutions. This allows companies to effectively collect, process, organize, manage, store, archive and distribute all of their digital business-critical information to lớn their employees, stakeholders & customers in an online environment.
Why is enterprise nội dung management important for organizations?
Organizations use ECM technologies khổng lồ increase efficiency, increase information control, improve accessibility and security, and foster collaboration. The move from paper-based documentation lớn a centralized ECMS has automatically brought sustainability benefits – & if approached correctly, the process can provide additional cost savings. ECMS can also automate multiple workflows & processes, improving business efficiencies.
What are the main advantages of ECM?
· Cost Savings: Minimizing paper-based documentation & local storage requirements for digital information can result in significant cost savings. When the tools are in place to automatically handle document retention & maintain access và change logs, this can promote compliance & thereby avoid the imposition of potentially large fines. Cloud solutions offer more flexible and cheaper options for data storage needs.
Productivity: An ECMS can manage large amounts of data in no time và simplify the logistics for storage & distribution. Additionally, it can help reduce document duplication, accidental loss, & unwanted changes khổng lồ content. Manual business processes can be automated so employees can focus on the work that really matters.
Security: Digital storage spaces with role-based access controls and encryption methods ensure information remains private, privileges (i.e. Who can edit, read, tóm tắt or delete content) are controlled và changes made to content can be traced. Better auditability also helps increase customer & regulator confidence.
Compliance: Ensure compliance with legal và industry regulations such as GDPR, HIPAA, Sarbanes-Oxley Act, PCI DSS, FINRA, TISAX, CCPA and ITAR by appropriately classifying information nội dung (personal information, sensitive personal information, sensitive business data). And public data) and apply restrictive access controls khổng lồ them (read-only, edit, share, etc.) & of course encryption.
Decision-making: Decision-making is enhanced through data analytics, tìm kiếm capabilities, và automated processes.
Access: ECMS provide tools for data tìm kiếm and analysis. They can enable collaboration in a truly global & location-independent workforce by ensuring employees have access khổng lồ the files they need, anytime, from any device. ECMS can also improve services for so-called RFIs (Requests for Information).
Satisfied customers: nội dung is not only shared within companies, but also with external customers & partners. Customer services such as B. Problem resolution, information, notifications, availability & order handling are enhanced by an ECMS.
Business Continuity & Revival: A well-designed redundant ECM platform offers businesses increased availability & reduced downtime in the event of a service disruption by including archives, backups, & disaster recovery.
Key ECM features you should be familiar with
Employees fail on average 46% of the time they search for the information they need. The root of the problem is that content is typically distributed across multiple separate systems & locations. In today's enterprise environment, large amounts of information must be made immediately available khổng lồ thousands of employees và even external third parties.
As a result, ECMS, encryption solutions and cloud services are gaining importance day by day. Employees must For example, the ability lớn collaborate live without compromising tệp tin integrity. Tệp tin versions can also present a challenge: they are a technical requirement and mandated by regulators. The avoidance of duplicates & the option lớn restore previous file versions are therefore important needs for many companies. Employees collaborating in teams và groups or on different projects should also have dedicated workspaces to lớn ensure security and efficiency.
Luckily, these days all of this can be done with ease - provided you have the right tools at hand. End-to-end encrypted cloud solutions such as B. Tresorit provide role-based access controls and file version monitoring. These can help ensure information remains private, privileges (i.e., who can edit, read, share, or delete content) are controlled, and changes made to nội dung can be tracked.
ECM is a collective term for diverse software, tools and processes that need lớn be integrated with several other platforms, such as CRM (Customer Relation Management) and ERM (Enterprise Relation Management) solutions. Although programming interfaces can be used lớn create integrations with various other services, they can also pose a security risk if used incorrectly. Cloud-based ECM solutions can be easily integrated with other cloud services. Choosing the right tools can dramatically improve security. End-to-end, zero-knowledge encryption is a great place to lớn start.
An ECM system keeps track of changes (company-wide or legal) và notifies users to lớn adapt their work or content accordingly. When everyday manual tasks are replaced by automation with customizable & well-defined steps, it enables organizations to handle document routing, notify the right people at the right time, & simplify approval processes or other complex business operations.
Auditability is a crucial factor when it comes to lớn risk management và compliance. With a sophisticated ECM solution, every change & activity in the system is traceable & evidence can be obtained for the prescribed time periods. A single reliable source of evidence is essential khổng lồ demonstrate compliance with industry standards & national and international regulations. Controlling và analyzing business processes và workflows helps employees to lớn understand usage behavior & enables companies lớn learn from mistakes and increase efficiency.
Is Enterprise nội dung Management promising?
In 2017, the Association for Information and Image Management (AIIM) proposed changing the name "Enterprise nội dung Management" lớn "Intelligent Information Management" (IIM). IIM has been defined as the “strategies, methodologies and tools used to lớn create, capture, automate, deliver, secure and analyze nội dung and documents associated with organizational processes. IIM refers to lớn the management of content and data, not the nội dung itself.”
Thus, the future of enterprise content management is closely related khổng lồ machine learning, cloud technologies, quantum computing and improved mobile device performance. A move to lớn the cloud with ECM ensures that unstructured content (information that does not have a predefined format, e.g. Office documents, PDFs and emails) is enhanced using metadata. This makes them searchable, shareable & editable for multiple people at the same time - from anywhere & 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 denominator, which in turn promotes efficiency.
Structured data (integrated & defined information, such as databases & code data sets) will benefit AI technologies that can control & analyze the content for inefficiencies, errors and duplications. Many HR business processes can be automated: contract management, accounts payable, routing of materials for approval, & timely handling of tickets & bills. AI technologies can also be used khổng lồ understand how users interact with nội dung - and thus, more broadly, khổng lồ understand how they work & how processes can be made more efficient.
Tresorit offers diverse solutions that allow companies of all sizes lớn explore secure options to enhance their nội dung management framework. Tresorit 's digital workspace reflects the future of work. Pioneering a hybrid workforce, Tresorit connects teams while giving them security and direct access lớn company data – but in a centrally controlled way.
The ever-increasing number of connected devices, anywhere access, stricter privacy regulations, insecure Wi-Fi & mobile devices require security khổng lồ become an integral part of next-generation ECM solutions.
With Tresorit, all company data is protected by true end-to-end encryption. This means that nobody - not even Tresorit - can access your files unless they have been shared by you. Data exchange can be done using shared folders for teams & secure links for sharing. Once shared, files can be further protected with passwords, liên kết expiration dates, a virtual watermark, or a download lock. Your admins can enforce selected settings on a role or company cấp độ to ensure maximum security. These features help organizations mitigate human factor risks, one of the top security risks.
Tresorit syncs folders between all user devices. This way you can be sure that everyone is always working on the most up-to-date version of the respective file. With Tresorit's document analytics, you'll be able to lớn leverage metadata by tracking how the recipients of the documents you cốt truyện interact with them. Basically, document analytics provides additional insight & extra security when it comes lớn who is interacting with your documents & how. Find out more about how you can optimally use Tresorit within your content management system .
 

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