Choosing the right Content Services solution for your organisation can be a difficult and overwhelming task. The key is finding the solution that addresses your specific needs, preferences and budget. You need to carefully analyse each content management solution – how it can streamline current operations, enhance document security and reduce costs.
It goes without saying, the right content management solution should be able to automatically capture, process and store paper documents into a digital format.
That way, you can minimise the human error of manually processing files and documents, increase the accuracy of documents; and improve productivity with easy access to required information.
In this article, we provide a list of steps you should consider when choosing the best content management solution for your organisation.
Content Services (also referred to as Enterprise Content Management, Document Management Systems and Intelligence Information Management), offers an efficient way to store, manage and share all company content. It takes a holistic approach to information management and allows teams to:
Content Services also helps convert paper documents to digital format, so they can be easily tracked, managed and controlled.
If your company has decided that it needs a content services solution, and you’ve been tasked to find the right one for the organisation, here are the top questions you need to ask before choosing a solution.
Choosing a Content Services solution is an important investment. This is why it should help your organisation move forward and achieve its overall objectives.
When analysing a specific Content Services solution, make sure its features and functions can add value to your current operations.
Like any other software or platform, to maximise adoption across the organisation, the content management solution needs to be easy to use and perform at expected levels for individual users.
Even with minimal training, staff should be able to improve productivity and easily access and manage the files and documents they need.
At times, the longest and most stressful part of any implementation is the integration with the existing IT environment. The right content management solution needs to integrate seamlessly with your existing systems and applications.
In other words, your IT or development team should not be spending a lot of time and resources just to make the new content management system work within the current network. Content Services which requires little or no programming would be best, as it should provide you with enough compatibility across a wide range of systems and applications.
Content Services should be able to grow as your company and needs grow.
That way you aren’t basing your decision on your current company size and needs, and your content management solution is future proof.
Storing data in the cloud can provide numerous benefits to the business – including increased scalability, accessibility and security.
Consider a cloud-based content management solution so you can easily access and manage documents within a secure private or public cloud. The keyword is secure - so you need to review the provider’s security measures and protocols.
People are increasingly accessing documents and files through their laptops, phones or tablets - and your content management solution needs to keep up.
This is especially important for organisations who manage a remote workforce.
Is the content management solution secure? Security is an ongoing concern for many businesses – especially if the data is stored in cloud servers.Your content management solution needs to:
It might be worth asking about measures and procedures in the event of a data breach.
Complying with regulatory requirements is a constant struggle for any business - and unfortunately, the regulations around digital data are getting more and more complex.
That is why it’s essential that your content management solution is flexible enough to adjust to any record-keeping and security requirements.
It’s important to consider the experience, expertise and track record of the Content Services solution provider so that you can work with them more as a partner than just a product vendor.
You need to carefully consider the service and support to be provided before, during and after implementation. This includes a training program for all staff at all levels of technical skill.
With many workforces split between the office and home, hybrid workspace solutions have evolved, enabling employees to work at any time, from any place.
Discover more in our free guide.