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Konica Minolta ECM Blog

Why Adopt Content Management Technology in 2017

Posted by Cindy Bialy on Fri, Aug 11, 2017 @ 09:42 AM

dreamstime_10957071.jpgOrganizations are moving away from paper documents and are “going digital” or “going paperless”.  Content Management has always been key to business operations, but current methods have improved vastly from those of even 10 years ago. Content Management software, also known as Enterprise Content Management (ECM) or Document Management, has taken the lead in improving and streamlining current front and back office processes.  If your organization hasn’t started making the switch, you’re already behind your competition. 

A number of trends have recently emerged in content management practices and many have the potential to stand the test of time.  Some have been around for years, yet are now just starting to become commonplace. Some, however, are just debuting in the world of content management software.

The biggest content management trends for 2017 are:

Cloud Computing:

When Cloud computing started to gain popularity, many people were hesitant to jump on board. The technology seemed promising, but was it secure?  How did it work?  Could I lose all my information?

Cloud computing has revolutionized software in general and has had a profound impact on document management software. Documents and files are available anytime, anywhere with just an Internet connection..  You no longer need to be on a specific computer or within a closed network in order to access your files.

Mobile Friendly

Today’s professionals are constantly in motion and they must have constant access to important files and documents to approve invoices, review HR applications, review contract changes and much more.  Document management software needs to be accessible from mobile devices to avoid the bottle necks caused by being away from the office.  Accessibility isn’t enough; the experience must be user friendly.  As mobile devices continue to increase in use and popularity, so has the availability of a mobile-friendly software platform. Quick access, simple routing and easy approvals make mobile content management an essential part of daily collaboration, no matter where staff are working. 

dreamstime_19608025 (2).jpgCollaboration Enhances Content Management

Email has typically been the tool for collaborating on documents, but email collaboration can be cumbersome and confusing, especially when you need to track changes and reference earlier versions of a file.  When you are collaborating within a single space and changes are automatically tracked, the problems disappear. The best document management software vendors know the importance of easy content collaboration and they make sure to incorporate this functionality into their document management solutions.

Workflow

We can all agree on how manual paper-based processes suffer from process errors, bottlenecks, and missing information causing delays and reduced productivity. Traditionally many processes such as invoice approvals are processed and approved manually, but it’s important to understand there’s a better way to do this in the 21st century. That better way is through an electronic automated workflow. Workflow isn’t just a way to automatically push documents through work queues, it also optimizes your processes. 

Scalability

As your business grows, can your current document management system grow with it?   Can it migrate smoothly from one department to others, eventually to entail the whole enterprise?  Document management software that has been designed with scalability in mind enables organizations to transition smoothly as they grow in size.

More Affordable Solutions

dreamstime_l_41372515 (1).jpgCutting-edge document management software was once so expensive that many organizations chose to avoid it altogether.  Today’s vendors know that in order for their software to be adopted, it must be affordable.  Cloud  computing and advancements in technology have made it possible to purchase document management software without blowing the budget.

These content management trends provide an idea of what has improved and changed to make solutions more accessible to organizations.  Businesses are rejecting out dated stand alone applications in favor of integrated, user friendly solutions. Advances in document management technology is making life easier for organizations in every industry. In today’s world the need to partner with highly competent organizations such as Konica Minolta becomes essential to the success of any Content Management experience. Contact us today for a demo.

Tags: Document Management, Paperless Office, ECM, Workflow, Smart Process Applications