Sometimes the best way to learn is from our mistakes. However, while investing valuable time and resources into planning and implementing an ECM solution, there is often little room for error. To help you avoid some of the pitfalls of deploying an ECM solution, we’ve compiled a list of ECM mistakes to be aware of before you roll up your sleeves and dig into the data to start off on the right track.
Having a Lack of Internal Communication
To ensure the alignment in vision and goal of ECM within all branches of your business, you must develop and enforce protocols. By developing a timeline of the implementation process to all managers and business associates. You will establish accountability as ‘all hands on deck’ understand why and how an ECM solution is a necessary new process that will simplify business operations.
Skimping on Security Research
Compliance issues can often be addressed in terms of system infrastructure. For example, to ensure privacy measures, your system should be built using a three-tiered architecture so that users do not have direct access to the database or the file storage. Users should be communicating through one server, such as a web server, which in turn, is responsible for communicating with the other servers, such as the database server and the file storage. This type of functionality gives organizations an additional level of security, meaning that it is now more difficult for users to access information using tools outside of the ECM system that could compromise privacy. Such a system benefits the IT staff as well. The administration is eased, since most—if not all—of the administrative tasks are centralized.
Common security features that will help you avoid ECM mistakes include access controls, audit trails and reporting, archiving and purging, digital signature, and backups for disaster recovery purposes.
Assuming Newer Technology is an Easy Fix
Just because a vendor claims that the product will integrate seamlessly, or that it’s ‘plug and play’ does not mean that teams don’t need to have an understanding of how content management solutions work. It takes routine maintenance and attention to the minutiae to keep your system effective and coherent– It’s the internal interactions that make or break a governance effort. Consider educating your IT administrators on the ins and outs of how your specific solution works in order to avoid possible mishaps that could disrupt business operations.
Failing to Write a Proper Business Continuity Plan
ECM solutions play an important part in your organization’s business continuity plan by ensuring that all organizational content is properly maintained and accessible when needed. After implementing your plans, run periodic tests to make sure that the plans you’ve implemented are being followed properly and that you’re avoiding any ECM mistakes. This process can also uncover potential hidden flaws that can then be addressed in a timely manner.
Not Adhering to Compliance & Control
While ECM solutions are invaluable systems for most businesses, they also can help you to stay in compliance with industry standards for important file storage. Not only can all files be stored electronically, but they are also accessible any time, anywhere, on any device, and business rules can be implemented to ensure that you can control who accesses your data.
Looking for more information on enterprise content management and content services solutions? Consider downloading our Content Management Buyer’s Guide! This free resource gives you the ability to compare the top 20 products available on the market with full page vendor profiles. The guide also offers five questions to ask yourself and five questions to ask your software provider before purchasing. It’s the best resource for anyone looking to find the right content management or content services solution for their organization.