Category : ECM

RADcube > ECM
2May
enterprise.content.management.trendsCreating an Integrated Information Ecosystem

Creating an Integrated Information Ecosystem

In order to meet business and compliance requirements, as well as to effectively serve the needs of customers, organizations must enable fast access to accurate and up-to-date information. Users need to be able to quickly locate the correct version of a document, or collections of documents, without wasting time searching through disconnected business systems and repositories. AIIM Research shows that having two or three systems and repositories is common (26%), while 43% cite four or more can be found in the largest
organizations.

In an ideal ECM environment, information is not tethered to a specific location – it resides within, and can be accessed and synced between, various systems and devices without duplication of content. As a result, information assets are freed from the confines of applications, platforms and information silos. Regardless of where it resides, users can quickly and easily find and use the information they need to help them make more informed decisions and provide greater value to customers. The ultimate goal is to create an
integrated information ecosystem where all business systems are interconnected in a way that users can capture, manage and access the information they need, when they need it.

Once core business systems are integrated with an ECM platform, users benefit from “content in context” that provides a personalized 360 degree view of other information related to what they are working on from a simple unified platform. This includes information that may be relevant to the employee’s task at hand. For example, a salesperson finalizing a customer proposal conducts a search in the ECM system to locate the most current version of the proposal document. However, since the ECM system is integrated with the CRM
application, the salesperson learns during this search that there is an open “issue resolution” request for the customer, and as a result, decides to wait to send the proposal until the issue is resolved.

How would you best characterize your organization’s experience with document management (DM), Records Management (RM) and Enterprise Content Management (ECM)?

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While it is beneficial to integrate the back-end systems for information exchange, from the users’ perspective, it is irrelevant as to where the information came from, as long as it can be found when it is needed. This can be accomplished by leveraging metadata to create relationships between information objects in various business systems, which then enable more intelligent and accurate search capabilities that span the enterprise and relevant business applications.

RADcube and M-Files are Technology Alliances in ECM services and solutions.  Click Here to learn more about RADcube and M-Files capabilities.

 

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29Apr
RemoteWorkforce_Header_1290x688-940x501How to Empower Your Remote Workforce With ECM

How to Empower Your Remote Workforce With ECM

Key business activities and processes occur outside of the corporate walls every day. For insurance adjusters, business often takes place at a disaster location. For a project manager working for an oil and gas company, it could be on a platform in the ocean. An effective ECM environment must be inclusive of an organization’s mobile and remote workforce, and have the ability to extend beyond employees to include external partners, suppliers, regulators and customers. More now than ever before, professionals demand access to business critical information at any time and from anywhere with the expectation that corporate applications should be as simple to use as the applications they use in their personal lives. AIIM Research finds that for 59% of organizations, mobile access to content is very important or vital. 30% of organizations say they need their employees to interact with workflows from their mobile devices, with 22% indicating mobile capture is very important.

How important are the following to your organization?

 

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In order to enable your employees to easily collaborate, retrieve, manage, and share information from anywhere at any time, look for an ECM system that provide mobile apps on all of the most popular devices (iPhone/iPad, Android, Windows Phone). In addition, ensure the ECM system’s mobile apps provide a user experience that is friendly, without trading off functionality, such as document control, workflow and compliance support.

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28Apr
content-collaborationHow to Simplify Content Collaboration – Internally and Externally

How to Simplify Content Collaboration – Internally and Externally

Employees are turning to the many consumer grade file share and sync applications for storing and sharing company content with people inside and outside of their organization — and often doing so without their employer’s knowledge or consent. According to a recent AIIM study, more than 1 in 4 organizations indicate they are seeing unofficial use of
cloud-based file sharing sites by their employees. This sidestepping of corporately sanctioned ECM solutions places the organization at risk of non-compliance, increases vulnerability to unauthorized access and represents a lack of confidence among the staff in corporate systems. The reason employees are gravitating toward these types of solutions is because they are easy to use, can be up and running in minutes without IT assistance, formal training or corporate involvement.

 

Which of the following content access mechanisms are happening in your organization?

 

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One of the challenges for organizations in establishing an effective and widely-adopted ECM environment is the provision of collaborative capabilities with straightforward information sharing functionality — versus only providing static repositories where content is housed. Users must have access to content from anywhere, at any time and on any device — while also enabling the organization to maintain strict control over its information assets and support compliance requirements. Evaluate ECM solutions with the ability to support collaborative content development with internal and external participants in a secure and controlled manner. Also look for systems that place an emphasis on simplicity in how users store, access and share content. Ensure that the ECM system can support your organization’s security and compliance requirements without adding complexity for users.

RADcube and M-Files are Technology Alliances in ECM services and solutions.  Click
Here
 to learn more about RADcube and M-Files capabilities.

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25Apr
b2bHOW ECM OPTIMIZES BUSINESS PROCESS MANAGEMENT

HOW ECM OPTIMIZES BUSINESS PROCESS MANAGEMENT

WORKFLOW AUTOMATION

Across all industries, enterprise content management (ECM) systems get business information assets under control and give authorized users intuitive, fast access to those assets. Convenience and security, however, are just the beginning. The right foundational ECM solution can make it possible to substantially improve workflow management and business process management (BPM) activities.

Any business that is evaluating ECM alternatives should therefore look for a platform that makes it easy to bring efficiencies into the mission-critical, everyday processes that can lower costs, drive productivity gains and yield competitive advantages.

, and can also help employees avoid mistakes such as skipped steps.

TRANSFORMING BPM WITH ECM

An ECM solution can enable a business to add dynamic controls for automating and managing every-day, vital business processes. For example, an ECM system can automatically fill in forms, and route in-progress content to the right team members. The system can monitor due dates and send out email notifications or post calendar reminders at each step in a business process. Managers can track team member progress on assigned tasks, and they can also set alerts in order to be notified when a task has been completed or when content of interest has been modified. A best-in-class ECM system makes it easy to set up and customize these types of automated capabilities to fit the needs of each group, department and the overall business.

Compared to highly manual business processes, ECM-based workflows bring many efficiency improvements to a broad range of business processes. Since employees can work in parallel without any confusion about content versions, previous bottlenecks can be significantly eased or eliminated. The system maintains consistency and quality in the related documentation, from start to finish of the process.

Within an ECM environment, an automated invoice processing workflow starts with the definition of the process handling steps. The state of the information attributed to each invoice might reflect “received,” “in review by purchasing,” “approved for payment,” “paid,” or any other defined status.

The process owner can specify which employees can move an invoice in or out of any state. For example, approvals can be restricted to the appropriate purchasing person based on the supplier submitting the invoice.

 

USE CASE EXAMPLE – INVOICE PROCESSING

Within an ECM environment, an automated invoice processing workflow starts with the definition of the process handling steps. The state of the information attributed to each invoice might reflect “received,” “in review by purchasing,” “approved for payment,” “paid,” or any other defined status.

The process owner can specify which employees can move an invoice in or out of any state. For example, approvals can be restricted to the appropriate purchasing person based on the supplier submitting the invoice.

All of the appropriate employees, based on the workflow definition, can be notified of their processing tasks via email or with automated entries in their calendars or to-do lists. To speed the completion of their steps, employees also have the ability to conveniently search the history of related tasks for a particular supplier by referencing dates or other transaction or supplier attributes of interest.

 BPM-FRIENDLY FEATURES

The latest ECM systems offer many features for workflow management.

Look for:

  • User-friendly content tagging (metadata entry, for state definitions and descriptions)
  • The ability to leverage and consolidate all process-related content, including documents (unstructured content) as well as other information objects (structured data)
  • Flexible deployment options (support for cloud and hybrid environments)
  • Flexible user access, including support for mobile devices such that out-of-office employees do not become bottlenecks
  • Fine-grained configuration capabilities
  • Tools for tracing the sources of workflow problems
  • The ability to record and easily modify workflow conditions
  • Security controls (ability to define diverse roles and associated permissions for state transitions)
  • Integration of workflow management tools with history logs and audit capabilities (allow managers to compare performance with previous cycles)

RADcube and M-Files are Technology Alliances in ECM services and solutions. Click Here to learn more about RADcube and M-Files capabilities.

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