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With data and information storage requirements growing at an exponential rate, the need for content control is becoming an ever increasing (and often elusive) goal for large organizations. The result of increasing amounts of information - without a solid management strategy – is inevitably “Content Chaos”. It is this chaos and its potential threat, which acts as the trigger for many organizations deciding to implement an Enterprise Content Management (ECM) system.
New research
Not surprisingly, according to the “State of the ECM Industry 2010 ” research paper by AIIM, 60% of new ECM users cite “Content Chaos” as the primary trigger for adopting ECM.
The research paper also concluded that 36% of organizations surveyed have absolutely no ownership of document and records management at a senior executive level. This important issue relates to content control; if senior management possesses document and records management ownership, information entering the system is effectively controlled – therefore making data significantly easier to retrieve, store and manage.
Organizational efficiency
According to AIIM, another factor directly related to ECM implementation, is the need for organizations to continually improve efficiency and optimize business processes. The GFC has motivated organizations to reassess productivity and outputs while employing methods to enhance process efficiency. These are currently the biggest drivers for ECM in most organizations - by a factor of 2:1 over compliance.
Compliance
However, compliance does remain a strong motivator in the area of ECM implementation; the biggest compliance driver is in the area of contract assembly and risk reduction associated with customer/supplier litigation. Financial reporting and financial auditing were also highlighted as concerns in the report.
Green IT
Not surprisingly, 37% of organizations indicated to AIIM that they would find it “extremely” or “very” useful to demonstrate the “Green IT” benefits of ECM, particularly with regard to fewer photocopies and file copies. It is apparent that a more efficient use of resources is not only beneficial to the environment, but also highly cost effective from an operational perspective.
Confidence crisis
Perhaps the most compelling finding was that 41% of organizations seriously lack confidence in their existing electronic information (excluding emails) system. For those with no system in place, the figure jumps to 66%. With the ever increasing importance of correct storage and retrieval of electronic information, these figures simply highlight a growing awareness and urgency for organizations to move to an effective, reliable and well managed ECM system.
Content Chaos
With the constant increase in information and storage requirements, Content Chaos is becoming a very real and formidable enemy against organizational efficiency. As organizational data increases, so does the risk of experiencing Content Chaos; it is this factor that is motivating more and more organizations to move toward ECM.
To guarantee future ease of data retrieval, storage and management, large organizations must ensure that the quality of stored data is high. Simultaneously, if companies are to stay ahead of the competition, they must be meticulous with content quality to ensure ease of information retrieval and management.
After all, data management is only as good as the quality of data stored.
Intelledox and ECM
Because Intelledox document generation software acts as a precursor to content management, it allows organizations to make the most of all ECM and Electronic Document Records Management Systems (EDRMS).
Intelledox document generation seamlessly integrates with ECM and EDRMS and enables systems to operate at optimum levels and provides complete and centralized control over your data. Intelledox also improves the quality of data by automatically attaching metadata to created documents.
Intelledox document generation ensures easy, effective and reliable metadata attribution, making filing and retrieval of documents from ECM simple.
Document generation
Intelledox also enables rapid generation of complex documents such as contracts, safety manuals and statements etc. Created documents are 100% compliant and tailored to the individual. The system features a Webform that can facilitate both the capture of new data and the simple creation of complex documents – with complete control over content and business rules.
Put simply, Intelledox allows organizations to be more productive, while using fewer resources and ensures quality data for storage; therefore, increasing productivity and gaining complete control over Content Chaos.
Reference
Miles, D, State of the ECM Industry, (2010), AIIM, aiim.org, www.aiim.org/research.
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