GAIN MUCHNEEDED CONTROL
AND SECURITY OVER COMPANY
Challenges of Managing Content
Definition: Enterprise Content Management (ECM)
Enterprise Content Management Lifecycle
Mobile ECM – Manage documents from your mobile device
Mobile ECM with Softweb Solutions
Sneak Peek at Key Features
Benefits of Content Workflow Management
Table Of Contents
Who does not want to be organized (indeed well-organized)? Likewise, every company has to organize and
manage important documents, emails, scans, electronic faxes, etc. in some fashion, because
spreadsheets, presentations and other documents are created faster than we can count them- no matter
how often we use them. Web pages, emails, documents, images, etc. are unstructured content. With the
rising amount of content within organizations, enterprises face more challenges with creation,
management, and distribution the content. As a result, organizations are widely adopting a solid content
management technology across multiple industries. This whitepaper presents the concepts of workflow
management and document management leveraging the capabilities of ECM, challenges associated with
it, its solutions and benefits.
CHALLENGES OF MANAGING CONTENT
Employees may need to access corporate content anytime, anywhere, in order to stay productive and get
the job done effectively. In fact, many companies out there use free file sharing services to provide their
employees access to important company documents, but don’t forget that such approach may put your
company’s sensitive data at risk. Over the past few years, the concept of content management has matured
radically and that’s the main reason behind widespread adoption of unified content management solutions.
It includes some challenges that revolve around content creation, management and distribution- be it
paper-based content or digital asset. Traditionally, the documents (which normally include spreadsheets,
word files, images and video, Microsoft PowerPoint files, email, ZIP files, etc.) are stored on employees’
laptops, websites, shared network drives, FTP sites, customer applications, or even on hosted servers.
Such a discordant content management system is more likely to duplications; and your company may fail
to reuse the content for multiple purposes. Additionally, it also makes it difficult to share content further with
your clients and partners, outside the firewalls.
Risk management is another important factor in content management that has become important to consid-er
with increasing use of digital content.
ACCORDING TO AIIM’S 2011 ECM SURVEY, BIGGEST FACTORS BEHIND WHY ORGANIZATIONS
CONTINUE TO DEPLOY AN ECM SYSTEM ARE AS SHOWN BELOW:
0% 5% 10% 15% 20% 25%
Optimize Business Processes
Improve Customer Service
Faster Turnaround / Improved Response
DEFINITION: ENTERPRISE CONTENT MANAGEMENT ECM
The term ECM itself has a great many facets and its definition is just one of the terms used in the context of
Content Management, which includes web content management, Digital asset management, content syndi-cation
and naturally Enterprise Content Management as well.
ECM can be termed as: the methods, approaches and tools used to capture, manage, store preserve,
and deliver documents and other digital asset related to organizational processes. The effective Enterprise
Content Management solution allows enterprise to organize and manage company’s unstructured informa-tion
proactively, wherever that information exists.
Document management systems (DMS) today categorized in size and scope from small, standalone
systems to large scale enterprise-wide structures serving a global audience. Many Document management
systems provide a means to integrate standard physical document filing processes digitally. There’s a great
need of transparent and ubiquitous content collaboration solution in order to capture, store, secure and
retrieve company documents and content you work with daily.
Figure 1: Enterprise Content Management (ECM)
A UNIFIED ENTERPRISE CONTENT MANAGEMENT
PLATFORM ENABLES ENTERPRISES TO MAXIMIZE
ENTERPRISE CONTENT MANAGEMENT LIFECYCLE
From creation to retention/destruction, ECM technology supports for users during each phase, meaning
your company’s content is managed during creation, capture, and storage. ECM can also be used to ease
publish, distribute, classify and retain, expire, and delete content.
Create Capture Store Version Index Manage Cleanse Distribute Publish Search Retain
Figure 2: ECM lifecycle: from creation to retention
THE FIVE MAJOR ECM COMPONENTS ARE AS BELOW:
Create, find and organize information.
Process, modify and use information.
Temporarily back up regularly changing
Back up rarely used/changing information
Share requested information with end-users
MOBILE ECM MANAGE DOCUMENTS FROM YOUR MOBILE DEVICE
With the evolvement of enterprise mobility and widespread acceptance within organizations, it has become
possible to create, store manage and track large quantities of documents and other digital asset right from
the mobile devices.
MOBILE ECM WITH SOFTWEB SOLUTIONS
It has now become very simple to create and maintain large amounts of data and retrieve them back
whenever needed with Softweb’s Mobile Document Management solutions. Our document management
solutions eliminate headache to maintain large amount of information in an office cabinet and facilitate
employees to access files anywhere, anytime.
SNEAK PEEK AT KEY FEATURES
It has now become very simple to create and maintain large amounts of data and retrieve them back when-ever
needed with Softweb’s Mobile Document Management solutions. Our document management solu-tions
eliminate headache to maintain large amount of information in an office cabinet and facilitate employ-ees
to access files anywhere, anytime.
Edit and Push updated documents to all users for immediate use.
Eliminate office filing by storing and managing all documents on a mobile database.
Highlight, edit, bookmark and comment onto PDFs and files.
Sync, manage, and read files through a cloud server.
GROUP USER CONTROL
Define and manage the access and security of single users and groups.
Store business documents on local devices without connectivity and upload onto the server later
As an administrator, manage all users and devices based on specific and sensitive needs.
Protect and encrypt vital information from unauthorized users and access.
You can instantly configure document storages, may it be a Cloud Storage or a Private network Storage.
You can also collect customer feedback, requirements, fill forms, conduct surveys and send recorded data
in real time to enterprise server for further analysis.
With any saved document, a user can highlight key information, make notes, and edit any changes, making
this tool perfect for proposals and contracts. Employees can also correspond with colleagues with multiple
edits and notations, and push files through the network for easy access.
Edit Flat PDFs
Digitally Sign PDF Contracts, Agreements, etc.
Efficiently Manage Documents on iPad
Quick Access to Recent Documents
Secure Access and App Lock Mechanism ensures the safety of app and its content from unauthorized
SSL Connectivity between Network and Cloud Storages ensure the safe exchange of data between app
To know more about features of the document management tool, click here.
BENEFITS OF CONTENT WORKFLOW MANAGEMENT
Organizations benefit in a number of ways by deploying ECM technology. With document management and
workflow management solutions, organizations get control on access to content, maintain review histories
and automate the disposition of content based on consistent policies. It not only reduces the risk but also
gives you control around the content lifecycle. ECM enables organization to deliver content at the right time
to the right people.
Manage information flows across the organization
Deploy consistent governance policies
Maintain compliance and security
Provide users with quick and seamless access to any type of content
Deeper insight into your information
Effective records management
Faster and better decision making processes
Reduce operating costs
Just ‘managing’ content isn’t enough. These are many other forces driving the widespread adoption of
ECM system and workflow management in enterprises. Version control, ability to keep the track of
document sharing and avoid duplication, manage access and ability to correct version of documents are
some of the features that are required by every organization to proactively manage documents and other
digital assets. With a surge in mobile device usage within organization, every company is jumping on the
mobile bandwagon and thus, every company is looking for robust content management solutions that not
only boast multiple content management capabilities but also facilitate access to documents on-the-fly.
Softweb’s Mobile Document Management and Workflow Management solutions provide the full benefits
expected of an ECM implementation that leverage a common IT infrastructure and reduce operation costs.
ABOUT SOFTWEB SOLUTIONS
Softweb Solutions is a renowned name in offering top-notch software development services for Large
Enterprises and SMEs, specializing in Enterprise Mobility, content management system (CMS), Custom
Application Development, Legacy Application Migration, Cloud Services, Website Development and Quality
Assurance. It has an extensive experience in providing the most sophisticated, high-end enterprise grade
solutions to a range of industries including health and life science, construction, manufacturing, automotive,
IT, financial services, entertainment and many other sectors.
To learn how Softweb can help you outperform, reach us at:
Call US: 1-866-345-7638
for iOS, Android Windows
2531 Technology Drive, Suite 312, Elgin, Illinois 60124
US Toll Free Number: 1-866-345-7638
Email: firstname.lastname@example.org | www.softwebsolutions.com
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