5 Important Questions to Ask Your Potential Content Management Solution Provider


Enterprise Content Management (ECM) tools are proving to be vital solutions for business who are looking to streamline operations, and manage important content more effectively. With data volumes on the rise, businesses are leaning on ECM solutions to meet today’s standards of workplace collaboration, shareability, and manage regulatory compliance. The main function of enterprise content management is to give organizations the ability to gain consistent access to their most important data, no matter where it lies, whether virtually or physically, whether on-premise, in the cloud, or in some other disparate location. Here are the top questions you should be asking yourself before making a decision on which offering is right for your organization:

What auto-indexing and automation capabilities do you have?

A next-gen feature, automatic indexing brings new meaning to fast, accurate retrieval of targeted information. Whether the content is currently online or archived Solutions should deliver targeted results rather than a listing of probable results that needs to be further refined. This speed and accuracy means you get access to what you need when you need it to make more informed decisions. If all your regular, repeated business processes could be streamlined and automated it will streamline workflows. Your solution should provide tools to automate routine tasks and activities. Most advanced solutions Offer Auto-indexing, or have some variety of automation capabilities. When your team saves time, the business saves money

We are moving towards the cloud. Is your solution suitable?

A key consideration in moving to cloud-based ECM technology is what happens when you terminate your subscription. For the average consumer with relatively little data stored in the technology, migration is trivial. For firms with potentially hundreds of gigabytes or even several terabytes, however, migration can mean significant effort and cost. Cloud Solutions are highly scalable, cost effective, efficient and faster, all outages are planned, and no downtime without notice. Cloud Solutions offer more availability for large global enterprises instead of utilizing the usual one server, the Cloud utilizes multiple servers Cloud solutions maintain data seamlessly across the enterprise, therefore if one server fails your business will not be impacted.

Does your solution integrate with my existing technologies?

Regardless of organization, when searching for an enterprise content management solution, users and IT teams especially, will want to be certain that the new product will integrate with all “in-house” software and hardware. Make sure to inquire about your current software, and ask for examples of integration success stories with their ECM solution. Teams want a software solution that integrates seamlessly within traditional systems.

Does your solution provide live, personal support on demand?

Sometimes online convenience and phone messages are distant choices to discussing a challenge in person. Make sure your vendor’s support team has a reputation of being available when they’re needed. Beware of automated messages that apologize for delays due to unusually high call volumes. When you need service, those messages will not be reassuring.

Does your Product support/facilitate user collaboration?
When content plays a role within a business process, it often requires collaboration among employees. A truly comprehensive solution offers a suite of collaboration capabilities, and most ECM solutions are feeling the pressure to accommodate an increasingly collaborative workplace. As you research ECM products, if not readily advertised, ask what tools the ECM uses to facilitate sharing information across distributed workgroups. Communication and knowledge transfer improve if the solution offers wikis, blogs and collaborative workspaces. It is a next-gen necessity that an ECM offer features that enable document collaboration to help workers make informed decisions. More ECM providers are integrating innovative features into products, realizing a trend that won’t be going out-of-style any time soon, as users now demand document sharing capabilities within a user-friendly environment

Find out more about the future of ECM by visiting our brand new Enterprise Content Management Solutions news, and best practices website. Stay tuned by following us on twitter for updates about the state of ECM and new developments in a changing landscape.

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Lauren Cooke

Lauren Cooke

Lauren enjoys researching the latest in cloud computing, investigating the unique ways that users are leveraging technology to better businesses.
Lauren Cooke