ECM has all the kinds of security that an organization needs in document management. Such forms of security can be: security-enhanced repository, item-level security, workflow security, and others.
The capabilities of ECM when it comes to document management protection can be highly regarded because it has already proven that ECM doesn’t only help in securing business and other essential records but ECM also aims to ensure that records and documents are locked in the final state, inaccessible to unauthorized employees.
ECM has the ability to strengthen the security of content and it also has the facility to enhance the way organizational contents are created, managed, and finally stored. The enhancement features of ECM have the power to develop the enterprise’s capacity to secure the content. This is through automatic encryption of documents stored in the system of ECM.
The existing system of the enterprise can also be integrated to the ECM system. Apart from that, ECM can also protect the documents and emails that users create. The protection system can be done through document encryption. This feature of ECM is needed to prevent access that is unauthorized to every electric document that is essential to the organization.
Therefore, through the use of ECM systems, downloading, emailing, copying and transferring of any document from within the system can not be easily done with the permission of the corporate network management. This is because the administrators of the ECM system have the full control over the control and access of any electronic documents. Such capacity of ECM is what makes it essential and indispensable to many organizations.
The introduction of Enterprise Content Management or ECM has brought a new hope from the conventional means or paper-based document management system in various organizations.
In an organization, there is a great need for organization and collaboration of company documents and the document contents of organization. In line with this fact, there are two suggested systems that need to be adopted, executed and employed by an organization to achieve content management. The two systems are: the enterprise content management and the workspaces of teams which are part of the organization.
Though there are key differences when it comes to the value of each system, both provide features and benefits for the entire organization. However, if the two systems are integrated together the extent of the scope of benefits will increase as well. More so, the act of purchasing ECM products and other collaborative technologies can be employed to integrate the two systems
On the other hand, ECM becomes very adoptable to many organizations because of its powerful features. Because of the unstructured volume of content that exists in many companies such as documents, messages from e-mail, instant messages, videos, web pages and other related content documents ECM becomes more highlighted. Why is that? This is because ECM has the capabilities of knowledge sharing, customer satisfaction in communications, efficiency of business processes and others.
Finally, the good news about ECM are the distinct features it provides such as: diverse content management, compliance satisfaction in processing legal requirements, efficient management through multiple websites as ECM streamlines the business processes that take place in an organization.
In every form of system that an organization will employ, the planning process is very important to achieve the end goals. You can not say that you have a good system if the standard procedures were not properly executed. So, the procedures done during the planning process is as important as achieving the desired and expected goals.
The document management system and the steps of the planning process:
1. The determination of the roles that will be incorporated during the creation of the document management system. Also included in this step is to know who are the people involved in performing the processes.
2. Study the documents that will be worked on by different people or member of the team which include the kinds of documents.
3. Design the organization of documents that will be based on specialized sites and teams. There are in fact document management products that offer features that will be helpful in organizing the documents more efficiently.
4. Propose a plan that will properly locate documents based on content. A good example of such proposal will be in publishing process since the documents may move from one staging site to another. In this case, you have to plan the flow of the move as well.
5. Plan the kinds of content that will be used in organizing information so that you can impose consistency for the entire organization.
6. Take control of the content plan, workflows of the plan, and the plan policies as well. Full control, documents tracking, and policy implementation are all necessary in ensuring the success of the document management system.
Such steps in document management system implemented during the planning process are vital keys in sticking to the company’s goal and strong organization.
In a certain organization, document management is essential. Taking a full control in document management is having knowledge about how the documents are created, evaluated, published, distributed, consumed and properly taken cared of. However, don’t get misled by the term “management” because it could imply something like, control of information from general level to more specific level, but management is also defined as the effective means of document management system and the reflection it can create once it is adopted in the culture of the entire organization.
In selecting the tools that can be employed in execution of document management, some characteristics and qualities should be taken into account like the quality of flexibility. Flexibility is relevant in document management because it allows you to take control, strict control on a certain document’s life cycle. The life cycle of that document should be in line with the company’s culture, goals, and the structure of the system where it is being utilized.
So that your company or the organization you are handling can acquire effectively designed document management system, proper dissemination and sharing of information should be executed without having to bear too much troubles and complications. One of the main purposes f document management is to organize the content of the documents in a sensible manner. Hence, you have to come up with a standardized creation of content as well. Another relevant factor in standardizing the content is to uphold knowledge awareness management so that legal responsibilities will be achieved.
Overall, the features that document management should possess should be very much inclined to template creation, document writing, reviewing, evaluating, publishing, computing, and of course proper means of archiving.
With the fast growth that is happening in the industry of Enterprise Web Content Management, the service from experts and professionals is becoming in demand. The ECM products and solutions for web development are already marketable that is why the manpower that will be responsible in using such products and applications is needed.
To address such issue, Enterprise Web Content Management training services are being conducted so that successful and effective websites will be created. In content management, organization, categorization, and formulation of structures for information resources (e.g. text, documents, images, etc) are done to achieve the following: content storage, publishing and editing of documents. Afterwards, ease of overall processes and their flexibility will be maximized and maintained.
The success of the website is highly attributed to the enterprise content management of the web. Certain factors can be determined once successful website is created. Such factors include: the impression of the viewers toward your site, the external branding and how wide the scope of the knowledge management is, your site is searchable, and the possibility of future business transactions.
The ECM training services follow methodologies and techniques that will benefit all the trainees and employees. The training services impart the following knowledge:
1. the creation of content management plan
2. the definition of information architecture together with its roles and permissions
3. migration of the existing content
4. the creation and maintenance of web pages following basic procedures
5. the marketing aspect of the web site content
6. the integration of content management and its benefits
7. the danger of improper management
8. the advertisement and promotion of the website
9. the knowledge in gaining good search engine traffic
10. the frequent cause of pitfalls of many websites
In these times of many innovations and quick advancement, it is also important to nourish your mind with content materials and resources that are essential in this world we live in. In this case, ECM Post Review, which is a paid circulation newspaper that has the capacity to feed your mind in all sense of the word.
The ECM Post Review is a known publishing, printing, and distribution company that is located in Minnesota and Western Wisconsin. ECM Post Review started in 1976 by its notable founded named Elmer Andersen. As it was introduced in the world of publishing industry it instantly became a circulation of weekly newspaper. At present ECM Post Review has 24 publications wherein most the publications are printed in printing plant located in Company’s Princeton Web.
With the established position of ECM Post Review in its field its product lines continue to expand and it is now connected to not just publications but to sheetfed, web printing and distribution and as well as online services.
The success of ECM Post Review can be directly attributed to the mission statement of the company. With high regard to the great services it can offer to its market, ECM Post Review continues to serve and provide benefits to all their costumers and clients, associates, its shareholders, and of course the communities who patronize and support the publishing house.
With the great qualities of ECM Post Review come its objectives which include:
1. The gathering and process of communicating the information available
2. The production of superior and highly advanced products and services
3. The promotion of excellent operations
4. The participation in activities that give benefits to every community
5. The contribution to achieve justice, freedom, and peace in the earth that we live in.
To achieve functional, operational and efficient document management systems, essential components should become part of the system. This can be attested once the document management systems have the abilities to supply storage, versioning, security, metadata, archiving, and repository.
The components of a customized document management system are:
1. Metadata is the component that deals with the document itself and the identity of the users who stored the document. Optical character recognition (OCR) can also be employed so that images can be scanned and text can be extracted when electronic documents are being documented.
2. Integration happens when other applications are needed to allow users to retrieve the documents that are currently available. Editing or changing of documents can be done and it will be saved as a new version.
3. Capture component is through document scanning or printing through multifunction printers or oftentimes the use of OCR.
4. Indexing is the component that keeps track of the identifiers to achieve documents classification so that retrieval of information can be easily done.
5. Storage is not just simply storing the documents but proper management is still needed to avoid document destruction.
6. Retrieval component should be able to support potentially relevant documents when the user wants to retrieve a particular document.
7. Distribution component follows a format that is extremely hard to modify so that the documents in the system will not be inter-exchanged and the integrity of the document will be preserved all the way.
8. Security component is essential in providing access to a particular group of people only. Otherwise, threat of any document destruction and loss is always present.
9. Workflow, collaboration, versioning, and publishing are the other components that complete the system to make the flow of the system regulated and always controllable.
As part of enterprise content management or ECM, the document management scanning solution continues to dominate the market industry of delivering content and documents related to various organization processes.
With the immense functions, benefits and advantages document management scanning solutions provide the importance of coming up with criteria that will be employed in shopping for scanning solution is significant as well. Such that, knowing the two primary benefits that organizations look for in a document solution: the cost savings and the security advantages is equally beneficial to the complete processing of the solution for the welfare of the entire organization.
Cost saving is very important when purchasing scanning solution. Just imagine the hidden costs for paper files that an organization spends. In fact employees who spend their time finding and replacing records and documents can be more productive if they will just scan documents, important files, and records since they don’t even have to spend time walking to and from their desk.
More so, the document management scanning solution is employed to remove the costs for lost documents. It will also make the company or the enterprise more space-efficient because everything can be put stored in a system and the paper storage or archiving can be eliminated as well.
On the other hand, the security benefits of the document management scanning solution is not just to take away the threats from the outside domain of any enterprise (against competitors and thieves perhaps) but most importantly from the threat that may come out from within (employee theft or discontented staff). The scanning solution provides multiple levels when it comes to access through the use of passwords which is either for a certain department or team or an employee.
So the level of security and cost savings that scanning solutions can provide are enough reason to adopt such technology for your organization.
Now that enterprise content management or ECM is already established in the market, more of its features become highlighted. One of its features is the document imaging that is a part of the “capture document and content and other content-related technologies that are essential in organizational processes.
For the full definition of document imaging, it is in fact a part of information technology category that enables systems to conduct replication of documents that are commonly employed in the business industry.
And since document imaging is a system as a whole, it can also take many forms which are already marketed and widely-adopted by business enterprises. Now we see document imaging forms such as: microfilm, facsimile machines, image copiers, printers or multifunction printers, Computer Output Microfilm or COM, document scanners, archive writers, and other related-products available for document imaging.
The presence and relevance of document imaging in the information industry can be traced back for the last 15 years when it has been employed to describe and define software-based computer systems that mainly capture, store and saved images, and reprint and reproduce images.
For a short historical background of document imaging, when it was still a part of content management technologies, the term document imaging is oftentimes used confused with the whole category of document image management. This is due to the desire of the industry to give a clear-cut definition of the term to distinguish itself from the micrographic and reprographic technologies.
Then, in 1980s and 1990s a new innovation has been established and is called Electronic Document Management that is very essential in securing amount of electronic documents that is created in a particular organization.
Many IT companies are now developing solutions that will answer demands for enterprise content management and Microsoft Corporation is one of them. Their product, the Microsoft ECM, is one of the most used ECM solutions by many companies and organizations. The capabilities of the solution made it the favorite of many companies and organizations.
The Microsoft ECM capabilities are grouped into document management, web content management, forms solution, and records management.
For document management, the solutions offers time efficiency and easy reuse of data through organizing and classifying the different contents within a certain centralized document storage area. This also provides a consistent way to organize, categorize, navigate, and searching for the right data. It also helps in protecting the different sensitive information of the client by helping safeguarding the documents through secured methods that it offers. The Microsoft ECM also helps in creating documents more effectively.
For records management, the Microsoft ECM can help in improving the regulatory as well as the legal compliance of the company with regards to document storing. It may also aid in securing the different important records of the company as well as easy recovery and discovery of other sensitive information.
Microsoft ECM may also help in authoring and publishing the different contents easily and quickly. It may maintain the look of the company’s websites and promote lower costs for management and deployment of their website.
Lastly, for the forms solutions, the Microsoft ECM is helpful in automating the various business processes, gathering data through electronic forms, and speedily managing and deploying other forms solutions.