To say that a company or an organization doesn’t operate with an enterprise content management system is equivalent to a “business-suicide”. It is almost impossible to keep a healthy balance between the company’s growth and its files management without the implementation of ECM. ECM is a necessary step any company that wants to attain that efficient, error-free productivity within its operations should take, and in this article, we will go through some of the reasons why.
Enterprise content management or ECM, sometimes referred to as document management or content management, is not just a technology or a process, but it is a term that collectively combines a set of methods and strategies used to manage an organizations’ content as a whole. A wide variety of content may fall under that scope including documents, scanned images, contracts, invoices, basically any input that is significant to the company’s operation. Those methods use technology to digitalize that content no matter what state it is in. But not to confuse the value of ECM with simply scanning, copying, and inputting documents into a computer, its capabilities go well beyond that where it captures, reads, manages, indexes information to increase its understandability, integrates, and stores content and data making sure it is available to the right people at the right time. ECM uses a set of tools to focus on centralizing the source of a company’s content with all its derivatives and make that content ready and accessible by authorized users within the organization. With the use of document management and process workflow automation, ECM can help better organize the circulation of information in the system reducing inefficiencies by wiping out paper-based functions and thus human involvement in the process, cutting on costs, and sidetracking errors that can lead to major drops in the work progress and outcomes.
The right ECM platform will help your business build smart solutions that are tailor-made to homogenize and work hand in hand with your core business goals, applications and system.
As mentioned before ECM is not a single technology but it is a technological advancement nonetheless, and at Fotopia we have the right tools that support ECM purpose and goal; i.e. provide easy access to all information needed to make business decisions, complete tasks and projects, collaborate and perform jobs efficiently. Fotocapture is one tool that doesn’t fall far from such purpose. As technology advances and new social media platforms are on the rise, new forms of content are available everyday including audios, videos and social-media posts creating more unstructured data for businesses to deal with, in addition to the numerous amounts of data generated for business use from the work processes. The features of a reliable ECM platform should include its advanced ability to capture such broad range of content, in its structured and unstructured formats, which is considered the starting point in any business’s content management journey. Needless to say, and as its name implies, Fotocapture complies to such feature as it can capture content anytime and not only from paper-based documents but from any digital asset including spreadsheets, presentations, logos, motion pictures, etc. The power of this tool is that it can share captured content directly to SharePoint, allowing employees to collaborate and use the content stored in the Fotopia library right away. Such process is done with ensured security and accuracy as access to the organizations SharePoint repository with the saved scanned documents can be done from any location with a secured web access.
Primarily possessing the features of a powerful OCR engine, this tool can also convert any scanned text, from basic printed text to complicated handwritten text scanned from an old newspaper, into editable word processing files to allow users to search for any content and edit it as needed.
Such robust features of a dynamic tool integral to the digitization of your company’s document management system can deploy the kind of digital transformation that leads to success and better realization of business goals. Fotocapture will optimize performance and minimize errors, maximize return on investment with a significant investment in SharePoint and Microsoft 365, and meet regulatory compliance demands with the accurate classifying and storing of content while improving information visibility.
