Your enterprise’s data organization tactic may have gone digital, but could it be possible that you’re still stuck in the scary Dark Ages of Content Management?
You may think your business is doing just fine without a bigger solution, but it’s only a matter of time before you lose that momentum. We know all the tricks and shortcuts with data organization, because we used to use them ourselves. Is starring all the emails you want saved, using Google docs as a storage bin, and organizing Word files into thoroughly tagged folders really a system you think will sustain itself?
Big companies shouldn’t cut corners when it comes to data organization and safety. They can’t afford to rely on free Cloud-based services. Consumer-focused products like those aren’t built for them, and they certainly aren’t suited for their needs.
Duct-taping all of your assets together on different platforms and free services is a silly move for any company that wants to last. If you’re unsure whether or not to take the leap and find an enterprise content management provider, use this article as a checklist.
Here are a few telltale signs that your company needs to change the way it functions:
1. You’re Disorganized
Do you often find yourself searching tirelessly for misplaced files? And are these searches eating away at the little free time you and your team have? Well, banging your overworked head against the wall in frustration isn’t doing you any favors.
Perhaps you have far too many folders, and your staff isn’t on the same page when it comes to what each one is for. Maybe your company’s documents are being spread across several different platforms, causing the whole process to feel scattered and sloppy.
It doesn’t matter how you got here. And there’s no point in wondering why your company has continued to keep these sporadic systems in place, despite the stress they cause. Right now, the only thing to focus on is what you can do to improve. This is the part of the story where an ECM system comes to the rescue!
You can find any digital file by simply entering the file name, a portion of the file name, the name of the person who worked on it, or the date it was last opened or saved. All in one place. No more hours wasted hunting down files or trying to guess their titles. Organization will soon be yours!
2. You Don’t Have a Solid Workflow
Do you use digital calendars and notes on your computer to remind yourself when certain tasks need to get done? Is it often that those tasks get overlooked, resulting in you or your team missing deadlines and overlooking important reminders?
Well, if your team had an ECM software workflow program in place, you would have been notified of all tasks assigned to you. Long before they were due. Plus, after you’ve set up the initial process, certain ECM systems will automatically consummate those tasks for you.
Let’s say you need every company invoice filed and sent to Wendy in Accounting on Fridays. ECM is a system that can do that for you. It’s like creating your own intricate labyrinth of tasks and processes that chug along in the background. Imagine all the mental room you’ll have to left over, so you can worry about other more important matters, like where to eat for lunch!
3. Your Software Isn’t Portable
It’s impossible to expect every single employee to be able to come into work every single day. Perfect attendance is rare for any company. But if and when employees need to work remote, are they able to access the files they need? While attending a long distance meeting, does your company provide a way for team members to pull documents up on their mobile devices or tablets?
ECM systems allow users to access company files and documents anywhere, at any time. It doesn’t matter whether you have an iPad, Android, iPhone, Windows tablet, or any other smart device. They’re all connected.
If you decide to give your employees the freedom to work outside the office, you want to know that they’ll be in the loop. This means they’ll no longer have an excuse for missing the proper tools they need, because everything will literally be at their fingertips.
4. You’ve Had Secure Documents Compromised
Have you lost many important documents over the years due to employee error? Did files accidentally get deleted or modified, even if you hadn’t instructed them to? If this is the case, your enterprise could be at risk for something far worse: hackers. Without proper security of your data, your passwords could be jeopardized and confidential company documents could be stolen.
Data security is one of those things companies should absolutely pay attention to from the beginning. Business that have been victims of data breach can attest to the fact that it’s nothing to shrug your shoulders at.
Make it impossible for hackers to recognize and steal your company’s content by installing ECM software. Track whatever movements are made within the software as a form of surveillance. For example, if Susan from Human Resources opens an employee profile on Tuesday at 3:32PM, it will be recorded.
Setting passwords and different levels of access for your staff is another security measure worth taking. Your business can’t afford to have its documents getting stolen or disappearing. Enterprise Content Management software guarantees that this won’t occur and offers the highest level of security.
For now, we will assume your company isn’t still juggling important files on various cloud platforms, trying to complete daily tasks without the help of automation, and turning a blind eye to security. But if that checklist hit a little close to home, we’d say it’s time your business started looking towards the future.
Ask yourself this: When it comes to your company, can you really put a price on peace of mind?
Are you interested in finding out about Contentverse’s ECM offerings for your data organization? Take a tour of our software today and see if it’s the correct fit for your enterprise’s ever-growing needs.
A version of this article was originally published as Is Your Data Organization Stuck in the Dark Ages? by Andrea Cochran on December 7th, 2015.