In this article, we will explain the main differences between a traditional document management system and an enterprise content management solution in 2022. We will explore 10 reasons why it is the right time to move to an ECM system as one of your first steps towards a. complete digital transformation. Finally, we will answer this question, is there an easy way to upgrade to an enterprise content management system if you have a traditional document management system currently in place?
First let’s explain the core difference between both systems. A document management system is mainly used to store and share your internal company documents, it can be deployed on an on-premises server such as SharePoint or using a cloud server as Office 365 or Dropbox. Also, we are talking here about structured data where you have folders and categories for each department and each employee and you don’t need to worry about unstructured content as emails, media, etc. but only the common document types as CVs for human resources or invoices for the finance department. On the other side, an enterprise content management system offers a solution to both structured and
unstructured data where you can use advanced capturing and indexing solutions to add metatags to your content. This way, you can search and retrieve any constant instantly and boost content collaboration among all departments and employees.
Here are 10 reasons to upgrade to an Enterprise Content Management System in 2022:
1- Convert unstructured data to structured data: Deploying an ECM solution will help you structure internal and external documents and content in a single unified and controlled system.
2- Boost team productivity: Your employees can work directly on content inside the ECM, allowing for more day-to-day productivity.
3- Access control: Deploying an enterprise content management solution will give you direct control over document and content access, making sure nothing is out of hands.
4- Content Capture: Easily capture your documents and content directly to ECM through scanning or drag and drop of emails, media, etc.
5- Collaborate faster: an ECM is the standard for document collaboration, your employees can collaborate on shared content and documents directly from within the system.
6- Create your workflows: using third part tools or built-in add ons, you can add business workflows to your content for a seamless business process.
7- Sign your documents: sign or stamp your documents from within the ECM, eliminating the need for manual approvals.
8- Convert your images to fully readable text: using OCR and AI technology, you can convert any image to a fully readable and searchable text so you can retrieve any content easier.
9- Build your own content search engine: in an ECM environment, you can build your own search engine based on your document’s metadata, with a customizable UI that suits your needs.
10- Finally, Go Paperless: be part of the global movement to go paperless today!
Sounds interesting, right? So, is there an easy way to upgrade to an enterprise content management system if you have a traditional document management system currently in place?
Here is a clue, if you are currently using SharePoint or Office 365 as your document management system, you can use Fotopia products to fully upgrade it to an enterprise content management system in a few clicks!
Fotopia provides 5 main tools that can upgrade your SharePoint experience to a fully functional enterprise content management solution. FotoCapture, our flagship capture solution that lets you scan, index and export your documents directly to SharePoint. FotoView, a universal viewer with strong annotation capabilities to boost your team productivity. Fotognize, our optical character recognition (OCR) engine with machine learning and AI capabilities. FotoFind, your customizable search engine and finally, FotoSign, your signature and stamping solution for SharePoint.
An upgrade to an enterprise content management solution is essential and we hope the 10 reasons mentioned above can help you take your decision. If you have any questions, you can reach out to our ECM experts anytime through our website or through email info@fotopiatech.com and we will be happy to assist you in your journey.
