ECM - What is it?
ECM is the umbrella term for a range of technologies to store and maintain corporate knowledge, including document imaging and management, workflow, enterprise report management, e-mail management and more. A properly executed ECM solution helps control the cost of doing business by reducing cycle times, lowering cost-per-unit, improving customer service and accomplishing more work with the same number of employees.

A fully integrated ECM suite saves time by allowing you to centralize and control information from virtually any source using a software application that can be installed on a premises-based network or hosted from a secure data center. This repository can encompass all incoming documents such as e-mail, faxes and scanned items as well as internally generated reports and documents from desktop applications (Word, Excel, etc.). It is also possible to track the location and use of physical copies of documents (e.g., an original deed or a set of blueprints) or other assets (e.g., automobiles in inventory) through the same single interface.

At its most basic functionality, using an ECM solution creates a secure system for multiple workers (local and worldwide) to share information. But an integrated ECM suite offers additional advantages. Everything from initial purchase orders and invoices to the check report on which the payment appears can be retrieved. A built-in, cross-referencing feature allows users with proper security to move from one related document to another via a mouse click.

Centralized Solution In an increasing compliance-driven and litigious business climate, a centralized repository is a major advantage in risk mitigation. All activities and procedures can be monitored to ensure policies, including document retention, are followed. Allowing outside auditors or researchers temporary access to the system can significantly reduce the time, expense and disruption of routine audits or legal discovery.

Security Access to an electronic repository is far easier to secure than a physical file cabinet in an open office and much more convenient than retrieving documents from multiple file rooms or off-site storage. User’s rights can be configured on a granular level to protect privileged documents and data while ensuring multiple workers have immediate access to the information they need. Private information, such as a social security number, can be "blacked out" or redacted to balance the need of access versus security. The repository itself is easily backed up to a second, or multiple, server(s) or archive media for a top-tier disaster recovery strategy.