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How Do Enterprise Content Management Systems Work?

from: Internet Exposed Files

Enterprise content management systems are very useful tools for businesses of almost every size, despite the word "enterprise” in its name. And why not, the content or data that flows between every part of the organization is so critical for it that it cannot be taken for granted. The success of a venture that the company takes is highly dependent on the kind of management that is done for the project related data. For this reason, companies of today leverage the power of today's high performance computing devices and advance content management tools to stay ahead of the competition. Enterprise content manage systems not only streamlines the data's creation, storage and management, but they also provide facilities like workflow management, Collaboration tools as well as analytical abilities for the use of higher management.

An Enterprise CMS's role starts from the beginning of a project where planning takes place to the end of it which includes product support and statistical analysis. At the initial stages, ECMS provides facility to capture data using multiple methods of input including usual text input and alternative methods like OCR, OMR, and Barcodes etc. It also allows processing of electronic forms. This data is then aggregated with techniques like indexing and categorization. The documents are properly categorized and versioned for easy and effective document management. For management of web related content, a separate module works as a web CMS and provides all the basic features of it what you see is what you get editing, content templates etc.

At the collaboration front, an ECMS provides many great functions due to its inherently multiuser storage subsystem which in most cases is an RDBMS. So users can jointly work on contents without any problem. Other collaboration facilities include things like shared whiteboards, audio and video conferencing, appointment scheduling, project management functions etc. Apart from these, ECMS provide workflow management capabilities. This functionality enables employees to visualize and better understand the process and organization structures thereby enabling more efficient and timely delivery of project.

Since all of this data is efficiently stored in the database and integrity is maintained throughout the organizational structure, this data is reliably and promptly available to the support people in the organization and because of that, customers are served better resulting in more repeat sales for the company.

Finally, for the upper management tiers of the organization, all this organized, stored data serves as a great source of analytical and statistical information which is very helpful in deciding future policies for the organization. ECMS goes a step further and provides very powerful reporting capabilities to effectively use this data for envisaging a bright future for the organization.


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