If you’ve been looking for a way to streamline your human resources, payroll, and other processes within your organization, then implementing an enterprise content management (ECM) system may be your best bet. Specifically, the right ECM software can free up valuable time and resources by automating many tedious processes and storing your organization’s important documents in one secure, digital location.
As you begin exploring your enterprise content management and document management software options, one of the first things you’ll notice is that there is no shortage of solutions to choose from. How can you know which is best for your organization? Ultimately, it boils down to which solution provides your business with the best service and value for your budget. However, as you shop around, there are a handful of “must-have” features that you won’t want to overlook in an ECM system.
1. Ample Security
There is no overstating the importance of security when selecting an ECM solution for your organization. No matter what industry you find yourself in, your clients and/or customers rely on you to keep their data safe. This is especially important when you’re handling sensitive information, such as medical records or financial data. There may even be regulatory boards that your organization must stay in compliance with to avoid penalties, fines, and other legal issues.
By choosing ECM software that comes with plenty of standard security features, you and your clients can enjoy some much-needed peace of mind. So, what kinds of security features should you specifically be looking for in an enterprise content management platform? Consider, for example, precise access control that allows you (or other administrators) to dictate which employees have access to which files.
Depending on your industry, you may also want to select a document management program that includes security features for compliance management (such as data backups and encryption).
2. Intuitive Design
For some organizations, there is hesitation to implement an ECM platform due to the amount of training required to get all employees “up-to-speed” on using the new software. As with any new program, there is bound to be a learning curve. However, choosing an enterprise content management platform with an intuitive and easy-to-use design can help cut down on the amount of training required.
Specifically, you’ll want to look for a platform that makes it quick and easy for even inexperienced users to search for and find documents based on tagged keywords. The interface of the software itself should also be user-friendly and easy to navigate.
3. Dedicated Support
A great ECM platform should also come with excellent customer service and technical support. If you have any questions or concerns about the software, it should not be difficult to get in touch with an experienced and friendly support staff member who can assist you.
Ideally, your ECM software subscription will come with a dedicated support team not only to help you implement the platform within your organization but to provide training and ongoing customer service 24 hours a day, seven days a week.
4. Built-In Audit Trails
After your ECM platform is implemented, you and your employees will be relying on it daily to retrieve, edit, create, and store new files and documents. With this in mind, it is important that your ECM software come with audit trailing capabilities; this means that any time a document is edited or even accessed, you’ll be able to see a detailed record of how different users interact with the document and when. This way, if any issues do arise with the file down the road, you’ll be able to keep track of changes and even revert to old versions of the file as needed.
5. Seamless Collaboration
A truly modern ECM platform will also make it easy for your employees to collaborate on documents and files as needed. Rather than solely serving as a virtual filing cabinet of sorts, an innovative ECM solution will offer features like real-time commenting on documents to encourage collaboration between users. This is especially important as more employees are working remotely than ever before; the ability to collaborate and communicate through ECM software can help to cut down on errors and other potentially costly mistakes for your organization.
The Final Word on Choosing ECM Software
These are just a few of the many features you may want to look for as you explore your options for an ECM platform. While security should always be at the forefront of your priorities, selecting an ECM program that’s user-friendly can also help cut down on training hours and implementation costs. Meanwhile, ECM software with collaborative features and dedicated support staff can help your organization get the most out of your investment so you can focus more on making a difference and less on tedious, everyday tasks.