Understanding the 4 C’s of Enterprise Content Management (ECM)

Is your business missing out on the many benefits enterprise content management (ECM) has to offer? According to AIIM, more than half of traditional organizations are implementing company-wide or departmental ECM software. So, what are you waiting for? Implementing a paperless process in your office can save you and your employees time and headache. To give you a better understanding, let’s explore the 4 C’s of document management software and how they are enabling businesses like yours to work smarter, faster, and more productive!

Cost

Implementing an enterprise content management solution provides long-term value in any business, across any industry. Not only are you saving money on paper and storage costs, but you can also alleviate the burden of keeping up with piles of paperwork and bulky file cabinets. With the ability to digitally archive your paper documents, information becomes easily accessible, so employees can reinvest the time spent tracking down documents and emails into more valuable tasks. Imagine being able to locate all of a customer’s information instantaneously? ECM software makes information readily available and identifiable, increasing customer satisfaction and resulting in more efficient business practices.

Compliance

Think of all the sensitive information that is sitting in file cabinets and desk drawers. Is this information truly safe from getting into the wrong hands? ECM software gives you the ability to store these documents securely and out of sight. By assigning user-based permissions, only authorized employees will be able to view an archive with sensitive information in it, such as Human Resources staff or Finance teams. Contributors to ineffective compliance include staff carelessness, unauthorized access, and overall bad practices, all of which can lead to legal and financial risks. Document management software gives you visibility into all document activity from user permissions, versions/revisions, document views and workflows. By simply executing a digital compliance strategy, your organization can limit the risk associated with being unprepared for audits and avoiding costly compliance penalties.

Continuity

Unfortunately, many organizations are unprepared for potential disasters. And there is no telling when one can occur. So how do you prepare? ECM software digitizes, stores, and preserves documents, keeping them protected in the event of a natural disaster, human error, or mechanical malfunction. Storing documents in one centralized location and automating workflows helps to keep business moving, and your customers happy, no matter what the circumstances may arise. Document management software gives you ease of mind with the ability to backup, access, recover, automate, and trace documents.

Collaboration

Can you visualize a typical document lifecycle from beginning to end? There is most likely a lot of employees and departments involved in the process. Mend the disconnect and simplify the process with the ability to share, collaborate, analyze, and approve content all in one place. Document management software cuts out the hassle of waiting on others and the stress of locating the most up-to-date versions. And to make it even better, access documents from your laptop, tablet, or smartphone, from anywhere, at any time, making collaboration on documents easy for employees who are remote, traveling, or working from home.

With the 4 C’s in mind, you now understand that the benefits of implementing a document management solution based on the unique needs of your company are endless. Get started today! Contact Square 9 Softworks and take the first step to new levels of efficiency, security, recovery, and productivity.

 

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