In any organization, content is important. Every day, content is produced. It is also transmitted to different areas in an organization. Employees and the managers rely on information. They deal with documents on a daily basis. That is the reason why ECM document management is important. ECM simply stands for enterprise content management. It is a way of managing content.
There are a number of ECM definitions out there. The first definition was posted in 2005. Since then, different organizations and people have defined it in different ways. Basically, it is seen as a technology that is used to capture, transmit, process, and manage documents. In some cases, it is considered to include more than just the technology but also the strategies.
It all starts with the capture process. This is the beginning of ECM. There is more than one way of capturing information. The most suitable method to use depends on the kind of information in question. Electronic information needs to be captured in the most ideal manner. Subsequently, electronic files should have metadata for easier classification of files.
Not all documents are in electronic format. There are also scanned files. Capturing information from these files will involve special technologies. A common technology that is usually used in this endeavor is optical character recognition. With this technology, the images of a scanned file will end up being converted into alpha numeric files. There will also be the capturing of paper documents.
Capturing information in the correct manner is just but one side of the equation. The other side involves the aggregation process. After the aggregation process is over, the data from the different sources will become unified. That will make such data to be usable. Aggregating information is not enough. There will also need to index it to make it easily searchable.
Document management will follow the process of indexing and aggregation. This will involve a number of aspects. First and foremost, there will be web content management. This will deal with content that is in the web portals of the organization. There will also be the aspect of collaboration that will be done with the use of a piece of software.
Information is a very powerful thing. It will make the difference between failure and success. That is why there is the need for proper document management. The various files of an organization store everything about the company. They hold secrets. In addition, they contain strategies and goals. Thus, they need to be transmitted, stored, and managed in a highly secure manner.
There are a number of ECM definitions out there. The first definition was posted in 2005. Since then, different organizations and people have defined it in different ways. Basically, it is seen as a technology that is used to capture, transmit, process, and manage documents. In some cases, it is considered to include more than just the technology but also the strategies.
It all starts with the capture process. This is the beginning of ECM. There is more than one way of capturing information. The most suitable method to use depends on the kind of information in question. Electronic information needs to be captured in the most ideal manner. Subsequently, electronic files should have metadata for easier classification of files.
Not all documents are in electronic format. There are also scanned files. Capturing information from these files will involve special technologies. A common technology that is usually used in this endeavor is optical character recognition. With this technology, the images of a scanned file will end up being converted into alpha numeric files. There will also be the capturing of paper documents.
Capturing information in the correct manner is just but one side of the equation. The other side involves the aggregation process. After the aggregation process is over, the data from the different sources will become unified. That will make such data to be usable. Aggregating information is not enough. There will also need to index it to make it easily searchable.
Document management will follow the process of indexing and aggregation. This will involve a number of aspects. First and foremost, there will be web content management. This will deal with content that is in the web portals of the organization. There will also be the aspect of collaboration that will be done with the use of a piece of software.
Information is a very powerful thing. It will make the difference between failure and success. That is why there is the need for proper document management. The various files of an organization store everything about the company. They hold secrets. In addition, they contain strategies and goals. Thus, they need to be transmitted, stored, and managed in a highly secure manner.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Energy & Utilities Industry Archiving Documents he suggests you visit his friend's to learn more.
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