There are many best practices that businesses and organizations can use when it comes to their enterprise content management systems. Unfortunately, many businesses fail to put these best practices into place and fall into all sorts of bad habits, because they have not made the optimization of their enterprise content management system a priority.
It’s also often a case of not knowing where to start or where to spend money and other resources, because everything is so out of date and disorganized that simply getting started seems like an insurmountable task.
If your organization isn’t adhering to the enterprise content management best practices, though, you’re doing yourselves a huge disservice and holding yourselves back from a higher level of success. If you want to keep a competitive edge, your organization will need to put enterprise content management and its best practices high on your list of priorities.
A New Era of Enterprise Content Management
Today’s best enterprise content management solutions require much more than going digital and ditching the paper. The current best practices of this industry are defined by the leading methodologies, technologies, and tools for acquiring, managing, storing, maintaining, and accessing or delivering content throughout a company or organization.
The goal of any enterprise content management system should be to provide better capabilities for retrieving, tracking, and processing data in a fast and efficient manner. Using the most current best practices put forth by the leaders in the ECM industry should help your organization achieve these goals. The most widely accepted of those best practices are listed below.
The Top Enterprise Content Management Best Practices
Administration: The best enterprise content management systems are those that are administered effectively and efficiently. The information technology staff should be able to install, upgrade, back up and maintain your enterprise content management system from one principal location whenever they need to, whether it’s daily or weekly.
There should also be systems in place to recover information and continue business operations in the case of a disaster, and transparent processes that make it easy to train new staff that come into the IT department when the current administrators have gone on to work on other projects or new jobs altogether.
Communication: No ECM system can work without effective communication at all levels of the company or organization. When people aren’t communicating properly and extensively, it won’t be possible to align the goals of the technology with the overall goals of the business. When there are staff members representing each department and working together to develop processes, systems, and protocols for managing content, you will be able to do much more with your data and workflow.
Functionality: A focus on research and planning is the key to a better content management system within an organization. There are many different ECMs and many different upgrades, add-ons, and apps that can be installed to enhance the functionality of these systems, so a little bit of research will go a long way in finding the system that’s right for your organization. It’s also important to consider industry compliance standards when choosing an enterprise content management system and determining the best way to implement it throughout your company.
Planning: Proper planning is the last, but not least, important part of the enterprise content management solutions that will be discussed here. Many companies implement an enterprise content management system without carefully planning its installation and all the training and company-wide changes that go along with it.
Without such planning, it’s easy to underestimate the scope of the project, so when unexpected but necessary additions are required to make the content system work, the organization is left scrambling for the funds, resources, and time to accomplish it. It’s important to consider when the new technology should be implemented, and whether it should be done all at once or in increments, one department at a time. This allows for more fine-tuning as you go along.