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08 May 2020
3 Minutes of reading

ECM: the secret to agile work

ECM: the secret to agile work

The current Covid-19 emergency has imposed a considerable acceleration on all companies in the field of Digital Transformation. Today more than ever before, updating their systems and the way they work can make the difference between increasing productivity - and with it turnover - or entering a downward spiral that can lead to substantial losses.

Among the solutions that are proving most useful to companies to manage this delicate phase is certainly the adoption of an Enterprise Content Management platform.

What are Enterprise Content Management platforms?

Enterprise Content Management is a platform designed to manage an organization's documents. The goal is to make unstructured business information, including Word documents, PDFs, Excel spreadsheets and digital images, always available to authorized persons when needed.

From commercial supply chains to contract management, or from human resources processes to public administration, the advantages that a CME system can give can be summed up in 3 words: fostering business.

By eliminating dependence on paper and organising unstructured information according to business needs, companies have the opportunity to work more efficiently, faster and independently. In times of Smart Working such a solution is not only desirable, but becomes absolutely necessary.

The most important advantages of using this technology can be summarised in 4 points.

Transform documents from paper to digital and capture them quickly

The management of an organization's content begins with the acquisition and import of information into a secure digital repository. No document type is excluded from this set, which includes:

  • Research Reports
  • Curriculum Vitae of candidates
  • Correspondence
  • Invoices from suppliers and customers
  • Contracts

The methods of capturing such documents are very varied and include:
The use of electronic forms

  • Scanning paper documents to be stored in a digital repository
  • Management of already digital content in PDF, Word, Excel and photo formats
  • The automatic storage and categorization of documents from the servers.

The advantage is a considerable saving of time for operations that, with traditional methods, would involve slow and complex processes, the risk of duplication and incorrect archiving.

Organize documents in a digital archive

Thanks to a robust Enterprise Content Management system, organizations can easily store any sensitive document in a digital repository, allowing users to

  • Make changes based on access rights
  • View document metadata
  • Organize documents in a way that makes them easier to find and use
  • Reduce the time, cost and complexity associated with managing documents throughout their lifecycle.

Retrieve any type of document from different devices and whenever you need them

Thanks to ECM systems it is possible:

  • Find any document using the search function
  • Identify specific words or phrases within the document text
  • Use the preset search options to search by document creation date, user names and other custom filters
  • Eliminate time wasted searching for information, allowing employees to respond immediately to customer inquiries
  • Enable staff to have immediate access to the information they need to make more timely and accurate business decisions.

Automate processes

Automation helps organizations eliminate manual tasks - including photocopying and hand delivery - to achieve better results with fewer resources. Some ECM systems have digital automation features that enable you to:

  • Automatically route documents to the right people at the right time
  • Notify staff when documents require their attention
  • Recognise errors and thus ensure the quality of the work performed: purchase orders must be signed, records must be archived and holiday requests from employees approved or rejected.

Thanks to automation, processes can be optimized to be more cost-efficient, leaner and error-free.

Enterprise Content Management as a Friend

If your company also needs more secure and agile systems that support Smart Working and enable all employees to continue to do their work even more efficiently, we at Goodcode are there to help.

We have already helped many companies speed up Digital Transformation operations and dematerialize industrial processes, and the results were immediately perceived:
protected information, always available and editable by the right people at the right time.

We are available for a noncommittal cognitive meeting, to understand the needs and imagine ad hoc solutions. Just write here.

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