Is SharePoint the Right Choice for ECM ?

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To manage contents is easy. But the problem arises when a desired or correct version of a document is to be accessed. Therefore, contents must be managed in a way to achieve the business goals rather than stacking it up. Despite having the word management in the title, ECM Is not simply managing, but collecting and organizing information in a systematic way to be used by a designated audience, be it business executives, customers etc. ECM is neither a technology nor a process nor a methodology. It is a dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle. Thus while choosing a platform for Enterprise Content Management this should be the combination it should satisfy.

Enhanced Enterprise Content Management with SharePoint

Responsively, Microsoft SharePoint ECM is well equipped to deal with above-mentioned functions. SharePoint is undoubtedly the first product in this area to have met enterprise aspirations of ECM with many companies. For content management, records management, business process management capabilities of SharePoint, things have moved up a notch with the latest releases. It integrates the familiar tools in the Microsoft Office system and the management and collaboration capabilities of Sharepoint technologies and products which helps the users to keep track of their documents, files, media and more.

SharePoint’s content management system is a strong solution for companies looking to:

  1. Optimize the business with workflow
  2. Increase employee productivity through simplifying daily business activities.
  3. Easily manage and repurpose contents
  4. Allow companywide access to all kind of information.
  5. Securely connect people by centralizing content while decentralizing control.
  6. Power advanced search features to get anything with ease.

SharePoint Capabilities as an Effective ECM System

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  1. Document Management

       ECM in SharePoint helps you manage your documents by:

-Centrally manage diverse content Store content in a central repository that enables an individual to find, use and share the data.-

-Work easily with document properties The Document Information Panel enables you to browse and edit document properties in the archive itself.

-Manage metadata globally Create term groups that make it easier to sort out and find content

-Make any document unique Unique Document IDs for every asset in the content collection…

-Save time and reuse settings Content Types enable you to assign shared settings for a particular sort of content, such as a manual or a specification.

-Control access to information Uniquely defined permissions give you an abundance of tools to control access to data at any level, from a single document up to the site itself

-Streamline collective document processing  Built-in document workflows let you begin, track, and collaborate on document-oriented processes directly from Office desktop programs.

  1. Web Content Management

The Web Content Management features include:

-Create and publish content quickly Using familiar tools to create and publish regular web content

-Maintain a consistent look throughout your websites Create approved page layouts that enable branding and navigation of the site.

-Lower deployment and management costs for your websites Implement a single multi-tier infrastructure for publishing content internet sites, intranet and extranet.

  1. Records Management

The integrated records management capabilities in SharePoint enable organizations to protect the business records for the future.

-Improve regulatory and legal compliance Implement policies for information auditing, retention, and protection to guarantee that these records are appropriately retained.

-Help to secure business A secure repository guarantee that records are stored in a locked, final state.

  1. Digital Media Management

SharePoint products and technologies have integrated usefulness to play and manage digital media content. The capabilities include:

-Play media content directly You can play audio and video directly from a team, portal or publishing site, from a community-generated site, and from managed learning sites.

-Use enhanced media libraries All the helpful administration features of a document library are available, such as metadata, content types, and unique ID

An effective ECM will increase operational efficiency, improve information security, reduce chances of data duplication, improve information security, reduce the probability of data loss and provides search to locate up-to-date information quickly. SharePoint has long been a strategic platform for collecting and servicing all sorts of contents across the enterprise. Here we covered some improved capabilities of SharePoint to implement ECM solutions. Effective adoption of SharePoint content services may take some time but gives great ROI to the organization.

Get in Touch for a free online assessment of your specific requirements related with SharePoint or ECM.

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October 10th, 2017 by