Enterprise Content Management (ECM) is more than just going paperless. It involves technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. Your organization should have the ability to access, monitor, and process information as efficiently as possible.
Following are tips you should understand prior to ECM implementation:
1. The success of ECM implementation is to have extensive communication. Extensive communication means having people from all levels of an enterprise be involved in the planning strategy. Include representative from different areas of the enterprise to allow the setting of protocols for effective indexing, and to develop the criteria that differentiate records from other business documents. Have your project manager provide a detailed picture of the implementation process and timeline for the managers, sponsors, and project team members.
2. Make proper planning. Plan in advance the detail of workflow process. Make room for any uncontrolled additions to the project, modifications to the project resources, schedule or budget. In your planning, decide whether ECM implementation will be done all throughout the entire enterprise or by departments.
3. Be functional. Make your requirements well defined and attainable. Compliance issues should be addressed in the system infrastructure. Ensure that ECM implementation has monitoring and reporting tools that will help in defining potential bottlenecks during processing. Reporting tools see to it that what should be getting done is getting done.
4. Let your IT staff do the installation, upgrades and routine maintenance from a centralized location. Back up and monitor your databases regularly to maintain maximum efficiency. Establish a
business continuity and disaster recovery plans. Ensure that adequate knowledge is transferred. Document pertinent documents and keep them in well-known locations.