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The future of enterprise content management (ECM)
Learn how ECM is evolving to meet the changing needs of today's organizations, and explore key trends and features in modern ECM solutions.
With the rapid pace of technological innovation, enterprise content management (ECM), once viewed as a solution for document storage, has evolved into a strategic tool that enables organizations to leverage their content for competitive advantage.
A key driver of this evolution is the increasing digitalization of businesses, resulting in a vast amount of content being created and managed digitally. As organizations look to enhance information flow and collaboration, optimize internal processes and improve decision-making, ECM becomes an essential component in this transformation journey.
Discover the current state of ECM, key technologies and trends shaping its future as well as how modern ECM platforms are enabling organizations to thrive in the digital age.
The evolving landscape of enterprise content management
Legacy ECM systems are inherently a thing of the past. They typically deploy on-premises, provide overly complex solutions to seemingly simple modern challenges and offer little-to-no flexibility for a specific organization's needs.
A new generation of ECM solutions has emerged to replace these legacy systems, and these modern solutions promise not only to revolutionize the way businesses manage content, but also how businesses leverage content for strategic advantage.
Modern ECM has moved beyond traditional document management and provides a dynamic system that connects the entire business. It's no longer about moving paper documents to an online file folder; rather, it’s about establishing an effective information management system that empowers employees to do their best work.
Enhanced efficiency through streamlined integration
When it comes to business systems, integration is everything. If your systems aren't talking to one another, your technology investments could eventually end up creating more silos and more obstacles for your employees.
That’s why organizations increasingly recognize the value of having an ECM system that seamlessly integrates with other core business systems such as:
- Enterprise resource planning (ERP) systems: Ensure critical business documents like invoices and financial reports are easily accessible and stored securely
- Customer relationship management (CRM) tools: Centralize customer-related documents, contracts and marketing collateral for efficient management
- Human resource information systems (HRIS): Store employee records, benefits information and training materials in a single location for easy access and compliance purposes
By breaking down barriers between departments and enabling flexible access to relevant content as needed, organizations enhance information flow and collaboration across departments, creating a more agile and resilient enterprise.
80% of leading organizations describe their content management strategy as cloud-first.
— Forrester Consulting, Transforming Processes and Experiences with Content, Automation and AI, 2024
Cloud-based agility and scalability
Over the past two decades, businesses have rapidly embraced cloud-based solutions, moving away from on-premises legacy systems.
This shift is further accelerated as remote work becomes the norm, pushing organizations to opt for scalable and agile infrastructure that can be accessed from anywhere, anytime on any device for enhanced productivity and collaboration.
Cloud-native ECM platforms leverage the power of cloud computing to offer businesses greater accessibility and flexibility that also leads to cost savings.
By moving ECM to the cloud, businesses benefit from:
- Scalability: Organizations can scale their storage and processing resources dynamically based on demand, ensuring they have the necessary capacity to efficiently handle growing volumes of digital content.
- Ubiquitous access to information: With cloud systems, there are no boundaries of firewalls, enabling users to quickly access important content anywhere, anytime, on any device.
- Agility: Unlike traditional ECM systems that require upfront investment and recurring maintenance costs for data centers and other infrastructure, cloud-based ECM solutions offer agility without the need for large capital investments.
> Learn more: A guide to building your business case for the cloud
Embracing automation for increased efficiency
In the realm of ECM, automation holds significant potential for streamlining processes, accelerating decision-making and optimizing costs — and organizations are increasingly exploring how they can use it to their advantage.
Modern ECM solutions offer a wide range of automation capabilities, including:
- Data capture and processing: Reduce manual data entry work by automatically extracting, classifying and indexing key data from documents and forms.
- Workflows and approvals: Streamline content-driven processes by creating structured workflows that route documents to the right people at the right time for review and approval.
- Automated tasks: Leverage extracted data and content insights to automate steps within content workflows — including routing workflows, decision-making based on business rules and applying retention and records policies.
- Notifications and alerts: Keep employees informed about important tasks or deadlines related to content management.
By leveraging automation in ECM, businesses can significantly increase operational efficiency, save time and lower costs.
The rise of intelligent content solutions: The future engine of ECM
The future of ECM lies in the adoption of intelligent content solutions, which leverage artificial intelligence (AI) and machine learning (ML) capabilities to revolutionize the way businesses manage their information.
Intelligent content solutions empower organizations to manage content dynamically, offering advanced capabilities for improving efficiency, enhancing decision-making and delivering personalized user experiences.
Intelligent process automation for greater efficiency
Intelligent process automation combines the power of optical character recognition (OCR), robotic process automation (RPA) and AI/ML to help organizations intelligently identify, classify and extract data from various document formats accurately.
This powerful combination of technologies injects intelligence into content capture and processing, simplifying and accelerating document-based processes. With intelligent process automation, organizations can achieve higher levels of accuracy and productivity by streamlining operations and workflows.
> Learn more: Unveiling AI’s role in document processing and data extraction
Predictive analytics for faster, smarter decision-making
Predictive analytics uses data analysis to answer the question, "Based on past events, what might happen in the future?"
It involves analyzing data from multiple sources to identify relevant insights for businesses and provide recommendations grounded in historical and current activities as a foundation for more accurate decision-making.
Intelligent ECM solutions utilize advanced analytics to predict user behavior by analyzing patterns in user preferences and content usage to forecast trends and anticipate the needs of users and the organization. This not only improves business outcomes but also helps organizations identify new opportunities to optimize processes.
Personalized content experiences for increased productivity
In today's digital landscape, where information overload is a constant challenge, personalized content experiences are increasingly crucial for engaging your workforce and driving productivity.
Intelligent ECM solutions enable businesses to deliver personalized content based on user context and needs. By understanding user preferences and role-specific requirements, organizations can provide more intuitive and streamlined experience for employees, making it easier for them to find the information they need to do their jobs efficiently.
Key trends shaping the future of ECM
According to Research and Markets, the global market for ECM is projected to reach a size of $133.7 billion by 2030.
As we look toward the future of ECM, several key trends are emerging that will shape its trajectory.
User-centric design for enhanced usability
Business technologies are taking a page out of the B2C book: The end-user experience is everything.
The growing focus on user experience (UX) in ECM solutions is heavily influenced by the design principles in consumer apps. As modern users become accustomed to easy-to-use apps in their everyday lives, they are starting to expect the same in the workplace.
Employees now expect more from their employers and the solutions they use. If they're spending hours navigating a clunky, outdated system, employees may start looking for more innovative employers and take their skills elsewhere.
As employers seek to retain their talent, employee satisfaction is becoming a top priority. One simple way to achieve this is through ECM solutions with:
- Intuitive navigation interfaces: Offer a modern, user-friendly interface that enables employees to easily find and manage their content.
- Flawless integration with other business systems: Provide a seamless experience with easy access to content from other systems employees use daily, all within a single platform.
- Mobile device compatibility: Enable remote employees to securely access critical business content from any device for uninterrupted productivity.
By optimizing the digital content management experience for employees, organizations can drive solution adoption, increase productivity and boost satisfaction within the workplace.
76% of leaders
Expect to improve customer experiences with modernization
59% of leaders
Expect employee experiences to improve with modernizationLow-code and no-code ECM solutions
For years, legacy ECM platforms have required significant investment in resources and time to implement and maintain, making it inaccessible for many businesses.
However, with the rise of low-code and no-code platforms, this is changing. Organizations are increasingly opting for low-code and no-code ECM solutions that enable them to quickly develop and deploy custom applications without extensive coding knowledge or experience.
These platforms empower organizations to build applications that meet their specific needs and can be easily modified as the business evolves. This not only drastically reduces implementation time and costs but also allows for a more flexible and agile approach to ECM.
Compliance and security considerations
With data breaches becoming increasingly common and stricter regulations such as the General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA) having lasting impacts, it's no surprise compliance and security are top of mind for businesses.
Modern ECM solutions provide advanced security features and automation capabilities that support compliance efforts:
- Automated record retention and classification ensure adherence to record retention policies across the organization.
- Encryption and access controls protect corporate data from unauthorized access or breaches.
- Cloud security services from leading cloud infrastructure vendors offer a wide range of security, privacy and monitoring services to protect your most sensitive information.
- Audit trails and monitoring tools enable businesses to track user activity for compliance purposes.
With intelligent content solutions, organizations can ensure regulatory compliance and safeguard their valuable information effectively without needing a human team member to monitor threats around the clock.
> Learn more: Document retention periods and best practices to ensure compliance
Sustainability as a key factor
The global focus on sustainability, environmentalism and corporate social responsibility (CSR) has led to increased scrutiny and demand for sustainable business practices.
Inefficient data management and paper-based processes are no longer acceptable, not just because of the environmental impact but also due to the economic costs. Storing data in multiple places or printing unnecessary documents is costly and wasteful.
Modern ECM plays a key role in promoting information governance, reducing paper dependence and promoting digital collaboration. This leads to resource savings and reduced carbon emissions, contributing to a greener, more environmentally responsible business model.
What features should you look for in a modern ECM platform?
Modern ECM solutions offer dynamic content management capabilities and advanced features that enable organizations to achieve their business objectives effectively.
When evaluating an ECM platform, look for these key features:
- Cloud-native architecture: A cloud-native ECM solution offers improved flexibility, scalability and accessibility to support remote work while reducing infrastructure costs.
- Intelligent content solutions: AI/ML-powered ECM solutions provide advanced automation, data extraction and content analytics for enhanced decision-making and personalized content delivery.
- Robust security and compliance tools: Advanced security features and automation capabilities enable organizations to protect sensitive data, streamline compliance efforts and reduce risks.
- Mobile accessibility: Give your mobile workforce the ability to access and manage content from anywhere, at any time, using their preferred devices.
- Advanced collaboration tools: Real-time editing, commenting, version control and workflow automation foster collaboration and communication among teams, improving efficiency.
- Customization and integration capabilities: Tailor your ECM solution to specific user and business needs, and eliminate information silos by integrating with existing systems.
- Rapid solution development: Low-code/no-code platforms enable organizations to quickly develop and deploy custom applications without extensive coding knowledge.
Organization saves $400,000 by replacing IBM FileNet with OnBase
Drive organization-wide productivity with advanced ECM
Implementing the right ECM solution can be the difference between a thriving, agile business and one struggling to keep up with the competition. By embracing the latest trends and features in ECM, organizations streamline processes, boost collaboration, empower employees and drive productivity across the board.
Whether your organization wants to enhance efficiency, improve decision-making or promote sustainable business practices, ECM is a powerful tool for driving results.
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