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ECM Strategy Assessment: How Does Your Organization Line Up?

By  Douglas Vargo Douglas Vargo  on 2013-06-27 11:00:35  |  Featured in  Insurance , Information Management
Douglas Vargo
Posted By Douglas Vargo
in Insurance in Information Management
on 2013-06-27 11:00:35

An ECM strategy assessment is an important process that any sizeable business with big data concerns should go through periodically. This process involves taking a careful look at the enterprise content management systems that the business has in place, assessing whether they are working or whether some systems could use improvement, designing and implementing new strategies to improve upon these systems. Developing and routinely assessing your enterprise content management strategy will help your company achieve a better return on your investment, make better decisions and design more successful initiatives in the future. Many companies have some very common pain points in their enterprise content management structures, though, which require serious solutions that aren’t even being considered. This is why assessment is so crucial – without assessing your systems, there’s no way to get the enterprise content management solutions you need.

Today’s Enterprise Content Demands and Challenges

There are many different challenges facing businesses today, as a result of the demands of today’s content processing tasks in the enterprise environment. It is more important than ever for businesses to make an effort to organize and streamline their content within a well-developed management system. Fortunately, technology leaders continue to develop better and more widely available enterprise content management systems that harness the powerful data, people and processes through one homogenous network of workflow structures. So, how does your organization line up?

Assessing your Enterprise Content Management System

There are many ways to begin the process of enterprise content management assessment in order to see how your organization lines up. First of all, your organization may want to consider bringing on a consultant to help look at your processes and systems, see what’s working and what isn’t and help design a new set of solutions to improve your processes moving forward. ECM consultants can be very advantageous for companies with limited resources and expertise to devote to these tasks and goals.

If you’re out of date and out of new solutions, you may want to consider implementing an entirely new enterprise content management system to replace the outdated system you have in place. Among the most widely used enterprise content management systems is SharePoint by Microsoft, which is very popular for the desktop needs of most business professionals. There are many powerful tools for managing content within this platform, as well as numerous options for supplementing the platform with tools and engines that centralize all of the data from throughout the company. Before implementing any new content management system, your enterprise will want to assess your goals, content management needs and current processes for making decisions.

Moving Forward with Your Content Management Assessment

There are several questions your organization will want to ask itself as you assess your current systems and look for enterprise content management solutions to guide you into tomorrow. These questions may include, but are not limited to, the following:

  • Do all relevant members of the organization understand, accept and have access to vital business content?
  • Is your precious content structured within a safe and secure system that only authorized users have access to?
  • Are there criteria for identifying, labeling, categorizing and using data?
  • What are the risks and benefits of implementing a new system for managing content within your enterprise?

Performing an ECM assessment can provide your organization with a number of powerful tools for designing a new and improved system for managing content, or at least shifting resources and fine-tuning processes to make the most of what you’ve got. If the assessment and resulting strategies are implemented properly, your teams should be able to achieve more functional content specifications and requirements, a better designed content system and governance structures, plans for migrating and converting content and new insights into your return on investment, cost of doing business, best practices and more. This is well worth the time and effort it takes to perform the assessment.

 

Douglas Vargo

Douglas Vargo

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Doug Vargo is Vice President and leader of Paragon’s Digital Information Management team. Doug provides business process and technology solutions that apply to the generation, management, use, compliance and disposition of enterprise content. Paragon’s Digital Information Management team focuses on ensuring organizations have effective, pervasive content management strategies, business processes and technology to ensure the right content is available at the right time, for the right person. Prior to joining Paragon, Doug was the Director of Records Information Management for Rusco, Inc., where he was responsible for the implementation and validation of Document and Records Management Systems at several life sciences companies with a specialization FDA compliance. Doug holds a BS in Environmental Science from Slippery Rock University, PA.

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