What are Enterprise Content Management (ECM) Systems?
Documents, images, health records, financial statements, customer surveys, emails, and web pages – welcome to the digital world of managing content. Companies use Enterprise Content Management or ECM software that stores, tracks, edits, and collaborates on company products.
Managed by the system administrator, ECM software streamlines the lifecycle of information that is critical to the business health. ECM software also automates parts of the business processes while relying on the recommended workflow.
Think of ECM as your universal safe house, where you would build, keep, and use all the valuables. For businesses, the valuables are the data in the form of documents and everything digital. Gone are the days of ledging and paper records. ECM is here to stay. It is here to open its doors for you to discover an incredibly reliable way to build and manage workflows.
Here come our top picks of ECM software! Read to find out what’s happening in the tech world in 2022.
Box is the Content Cloud — a single, secure, easy-to-use platform built for the entire content lifecycle, from file creation and sharing, to co-editing, signature, classification, and retention. Work securely from anywhere, and integrate your tech stack across 1,500+ best-of-breed apps.
Box is trusted by 100K+ of the world’s leading organizations, including AstraZeneca, JLL, Schnieder electric, and Nationwide. Box has been named a Leader by all major industry analyst firms. Box customers received a massive return on investment. The figures are touching a 332% increase in ROI when enterprises use BOX. Want to read more about what the analysts are saying about Box?
Founded in 2005, Box is headquartered in California with offices across the United States, Canada, Europe, and Asia Pacific. Box offers a huge range of products for every industry that there is. You can also find Box consultants to help you integrate Box into your company. Box is one of the most comprehensive ECM solutions on the market. Some of the features it offers are:
- Keep your files safe with cloud-native security and compliance capabilities like granular access controls, watermarking, and classification.
- Empower your people With everything from file annotations to tasks, working together on files is easy on Box.
- Collaborate in real time with people both inside and outside your business, no matter the device or software they’re using, and do it from anywhere.
- Connect your business Securely connect your content to the rest of your tech stack with 1,500+ pre-built integrations, and extend Box to meet your organization’s unique needs using developer tools and APIs.
#2 Zoho Docs
Zoho Docs is a comprehensive online document management system used for creating, storing, sharing and collaborating on documents of almost any format available. The application consists of two distinct core functions: document storage and management and document editing and collaboration.
Zoho Docs has attracted clients such as Netflix, Amazon, Facebook, KPMG, and HP. You can read what the internationally known brands are saying about Zoho Docs.
Using Zoho Docs, you can:
- Store and preview over 160 file types online – From documents to images, excel sheets to presentations and even music and movies.
- Share files securely within or outside the organization and set user permissions.
- Sync offline files online, with easy drag and drop action.
- Enhance productivity through real-time collaboration.
- Edit text documents, spreadsheet and presentations on-the-go with built-in Office Suite.
- Directly attach documents and files to Zoho Mail.
- Import documents from Dropbox and Google Drive without any trouble.
- Be aware of the storage used with the advanced admin control.
Laserfiche is the leading global provider of intelligent content management and business process automation. Through powerful workflows, electronic forms, document management and analytics, Laserfiche eliminates manual processes and automates repetitive tasks, accelerating how business gets done.
Laserfiche pioneered the paperless office with enterprise content management more than 30 years ago. Today, Laserfiche is innovating with cloud, machine learning and AI to enable organizations in more than 80 countries to transform into digital businesses.
This is your perfect ECM solution if you wish to innovate and adapt to the changing industry trends. Laserfiche is certainly ahead of its time and keeps you ahead with its latest developments. Take a look at what this ECM can do for you!
DocuWare provides digital document management and automated workflow solutions to organizations of any size and across all major industries from manufacturing and retail to healthcare and government.
With availability in 18 languages and supporting cloud and on-premises deployments, DocuWare currently serves over 15,000 customers and 650,000 users across 100+ countries with a global network of over 750 partners.
DocuWare is your smart home for thousands of documents and a great ECM solution to explore. Go paperless today!
eFileCabinet empowers businesses to reinvent their most common processes to be more efficient. Their flagship product, Rubex, is a document management system that provides businesses with intelligence.
- organization and search of documents
- workflow automation
- secure file-sharing
- fillable forms
- document requests
Rubex is accessible via web browser and a desktop app. Want to try eFileCabinet?
Easy content management – intuitive, integrated and cloud-enabled.
Xerox DocuShare is an ECM for your usability, flexibility and convenience. It helps your staff to be more efficient every day. DocuShare can refocus you in a paperless world, improve processes, and provide an industry leading platform.
DocuShare features personalized views, mobile-friendly web design, app integration and an enhanced workflow for content lifecycle.
Try DocuShare for private cloud storage, mobile and desktop applications!
The M-Files metadata-driven document management platform enables employees to instantly find the right information in any context. M-Files automates business processes and enforces information control leading to a substantial ROI.
M-Files is the right platform for your business, especially if you are looking for industry-tailored solutions to integrate into your business, M-Files offers you best customized solutions in accounts & tax, management consultation, life sciences and more.
Here ends our review of the best 7 ECM solutions. Read ahead to get deeper into the ECM solutions!
Why Enterprise Content Management (ECM) Software?
ECM software is the digital safe room for corporations and organizations with a central place to store, manage, archive, and handle data. Digitally operating companies need confidentiality, cloud storage, and security features to use the safe room. An ideal ECM does exactly that!
Large organizations like universities, multi-nationals, and cross country businesses need to protect and process thousands of records of transcripts, photos, and letters. An ECM takes everything into the cloud realm, reducing time and boosting efficiency.
More collaboration with an ECM software
No working in silos! ECM takes out the individual member of a team and puts the whole organization into one place – where data is happening. Many ECM products offer features like assigning versions, audit or comment trails, comments and annotation history, and file editing tools that make collaboration even easier.
Want to connect a disjointed corporate team? ECM might be the right place to begin. Content is no longer maintained on personal computers and changes are no longer local. Everything is happening on a cloud where everyone in the team is part of the show.
ECM software can be used to maintain the proper life cycle of files and documents. Companies need a life cycle management feature so the companies can maintain, archive, delete files they no longer need. This may be an automated process because the storage space is premium.
Government organizations need to utilize the life cycle management to keep their records to a manageable size. Everything has gone paperless, but the paperless safe house too needs constant management to keep things tidy.
Who Uses Enterprise Content Management (ECM) Software?
A small content or media company can use the software to share files with clients. Or an international company can share documents and digitally acquire signatures. Departments across human resource, finance and account management, and sales and marketing frequently seek ECM solutions.
ECM Software Features
File type support — Supports storage of multiple file types such as PDFs, text files, media files etc.
Metadata — Metadata refers to descriptive data like file size and upload date, and keywords.
Versioning — To keep track of changes made to a file.
Collaboration — Supports collaboration of team members on document content, annotation, and comments.
Document assembly — Autogenerates documents using templates and user preferences
Search — Simplifies search across documents
Web interface — Allows users to use a desktop app
Mobile apps — Provides iOS, Android, and Windows phone apps.
Process automation — Automates internal processes by defining logical sequence and user preference. It usually uses a series of conditions and actions, which can be customizable to the complexities of an organization’s needs.
Conditions — Provides a workflow tool that generates relatable conditions for the client.
Records management — Provides the necessary tools and functionality to maintain records and evidence of activity in a company.
Administration Features of ECM
The CEOs and team managers usually need these features in an ECM:
- User and role management
- Single sign-on
- Multiple sign-on
- Policies and controls
- Storage limits
The platform features are the global features that each ECM comes with. Mostly the ECM will allow multi lingual ecosystems and teams with different languages and currencies can collaborate using one platform. This is a critical feature specially for diversified manufacturing units, design units, and sales teams in different countries.
ECM Software update
This feature is an important one that needs a thorough check before companies go for purchasing large corporate cloud space and other add-ons. Companies need to make sure that the software is timely updated and allows no glitches to the users with very less downtime.
Companies can check for version history and protol of ECM software update by contacting the sales department of the ECM solution.
Employee activity in ECM
An ideal ECM solution provides access to inbuilt and customizable reports to monitor user activity and storage. This is slightly overlapping with the employee management concerns but it is not a holistic solution to managing employee activity; however, it does provide some insight into the user activity on board.
A great ECM is the one that offers integration to the external add-ons and APIs. An ECM solution is usually built keeping in mind that users may demand an added functionality to their program. This is so because each company may have some unique demands to be met. Therefore, it is important to keep the software flexible and still ready to use.
Artificial intelligence and the future of ECM
This is the latest trend in almost all futuristic tech companies producing ECM. AI in ECM is the next step towards understanding the people and their needs better. This feature not only reduces the time consumed by back and forth meetings of the companies with the ECM sales team, but it has an overall impact on the ROI and health of the companies.
AI based ECM solutions may be more expensive at first but may pave the way to further expansion of businesses as the machine language and AI begin to address the issues better and more efficiently.