Filing cabinets and microfilm are slowly becoming a thing of the past. In their place, Electronic Content Management (ECM) has become the go to solution for companies that want to stay organized and cut out the clutter. However, an ECM system can only perform at its peak when all users have access to the system. Thankfully, ECM systems equip businesses with tools that can easily share files with all employees in a wide range of methods. Storage area network system (SAN), network-attached storage (NAS), and web-based connections are all supported by ECM.
Using hard copies forces you to spend time and money making multiple copies when collaborating with co-workers and clients. With ECM, everyone can instantly access a digital version of the file and easily collaborate on the most up-to-date version of the file.
A quality ECM solution should:
Improve efficiency and productivity – With ECM, digital files are all digitally indexed and archived—making it fast and easy for employees to get the data they need. Instead of searching for misplaced or misfiled documents, think about the productivity increases you’ll experience when everyone has what they need when they need it.
Enhance compliance standards – Set rules that regulate who can view, edit, or print documents to control access to sensitive files and enforce security measures. Safeguards like these help guarantee compliance with industry and governmental regulations. You can also ensure your company is prepared in the event of an audit by automating financial records management and retention processes.
Improve long-term security – Studies have shown that seven out of ten businesses would fail within three weeks if their paper files were destroyed in a natural disaster. This is too big of a risk for any business to take. You can’t afford to roll the dice on the future of the company by not protecting your documents. Digital documents can be backed up with cloud storage so your data will always be safe.