What is ECM?

By Oerton Fernandes i

The concept of ECM - Enterprise Content Management has been changed over the years due to the evolution of technology platforms, but according to AIIMii - Association for Information and Image Management, "this is a dynamic combination of strategies, methods and tools used to capture, store, preserve, manage, and distribute content and documents related to organizational processes throughout their entire life cycle. "

The concept was disseminated in Brazil during the 1990s by CENADEM, initially as GED - Electronic Document Management, ideally to manage and control, in an automated way, documents and business processes, switching to Enterprise Content Management - ECM at the beginning of the years 2000, bringing together methods and tools for capturing, quality treatment, indexing, storage, preservation and retrieval of documents, data and information, in a simple and safe way, essential for the evolution of many business strategies. These concepts can be used in several sectors and areas: documentary research and archiving, service orders, contract management, suppliers and partners, medical records, recruitment, selection and records of workers, invoices and accounting documents, bids and permits, registration medical laboratories, education, foresight, environment, government and any application requiring the control and management of documents and processes.

The increasing competition has required companies to improve their management, using platforms that are more specialized and adapted to these needs, and document management and control can be easily solved by implementing strategies based on ECM concepts.

The benefits are numerous, but the most important 05:

1. Structuring of internal processes

Through ECM concepts and platforms, any internal process can be structured in a continuous and secure manner, avoiding the loss and duplication of documents and information, often harming financial results.

2. Traceability

All documents are captured, indexed and Computing) in order to keep all information regarding its generation, research, modification, modification, sending, printing and other data, allowing complete audits.

3. Agility

Professionals spend up to 25% of their time searching for documents and information that are often not found or safe. ECM platforms facilitate and streamline these searches, in a structured and decentralized way, giving support to these professionals to make fast and more assertive decisions, based on information properly documented and organized in an online platform of simple and intuitive use.

4. Modern and effective management

According to Gartner, it is estimated that 90% of business procedures are still performed by physical and often centralized documents. The use of ECM platforms allows companies to focus their attention on their business and to improve their products and services, without wasting time and resources with bureaucracy and archaic procedures, which generate errors, duplicities and slowness, as well as guarantee mechanisms of confidentiality, integrity and availability of documents, data and information.

5. Sharing and collaboration

Supported by new concepts and platforms for cloud storage and processing (cloud computing), documents and information are shared with various professionals, customers, partners and others in a decentralized manner, allowing versioning processes, digital signature, validation of data and information etc. , much faster, more secure and standardized, since these accesses and procedures are controlled by user profiles.

Any company that does not have structured or semi-structured documents and processes can benefit from the deployment of ECM concepts and platforms.

Investing in ECM platforms not only contributes to the structuring and organization of your business, but will also become a key part of business growth, as documents, data and information become more controlled and shared in a decentralized and secure manner, streamlining processes and decision making.

Although ECM is a concept that is not yet widespread in Brazil, we already have many cases of successes implanted here that prove the generation of bigger and stronger results and, regardless of the size, locality or segment, at some point a company will need to deal with management of their processes and documents in an effective and safe way.

Improve your business management through Enterprise Content Management concepts and platforms, or just ECM!

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i Business administrator, lecturer and lecturer. Specialist in business management, document management and processes. MBA in sales and marketing and business management, with operations in Brazil and Latin America, teaches training, development and consulting programs for sales and business management. Skills in coaching, leadership and humanity. Director at FVCA Consultores Associados and COO - Chief Operating Officer at DocSystem Group - INTERFY Corporation. Professional CDIA +, for 25 years develops projects, concepts and specialized training.

ii AIIM - Association for Information and Image Management - is one of the most representative entities in the world when it comes to Information and Process Management. Created in 1943 in the USA, it currently congregates about 70,000 associates around the world.

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