What is Enterprise Content Management & & Archiving?
With Enterprise Content Management (ECM), all data, information and documents are stored, archived and managed in a context-related manner on a single platform. ECM systems offer numerous advantages for managing the increasing number of (un)structured electronic documents and data. Customers benefit from the wide range of functions offered by ECM systems, from versioning and collaboration functions to search options and mobile access to data.
Questions tackled by Enterprise Content Management & Archiving:
- Is revision security (completeness, availability, traceability, etc.) of documents guaranteed?
- Are my documents stored lawfully?
- How can I digitize my business documents and speed up their processing?
- How can I minimize the error rate in document processing?
- Which tasks and steps can be automated in the process?
Better retrievability through more structure and reduction of search times by up to 90 percent through the digitization of files and documents.
Intelligent storage management including outsourcing of outdated data to less expensive storage media.
Secure access to your data from any device.
Adherence to compliance guidelines required by financial authorities.
Simpler and faster handling by automating the document business process (workflow) such as the invoice receipt or approval process.
ECM for electronic archiving as a service without needed know-how in the own company
High quality through data validation and indexing.
Integration possibilities of many products via standardized interfaces.
The five phases of document processing
Nowadays Enterprise Content Management is so much more than "Archiving". Rather, an ECM system accompanies your documents, videos, photos, etc. from their receipt or creation to their final archiving. It enables your users to access documents at any place and at any time and with any end device.
Mailroom – the fast track to digitization
Learn moreIn the context of document management, a media break is the analogization of a document that already exists electronically. The question of why one should do such a thing is justified and widespread. Nevertheless, so-called media breaks exist much more often than one might think. The topic can best be explained using two examples.
Example 1: Media break at the beginning of document processing
A digital document is received electronically by the company (usually by e-mail) and has even been generated electronically by the creator (for example, it is a text-searchable PDF). These documents are usually of high quality, easy to read and can be indexed immediately when checked into a DMS system, so that they can be located later based on their content.
Nevertheless, it often happens that these documents (e.g. delivery bills) are printed in order to be able to check the received goods against the delivery bill, for example. The result of this check is then noted on the printed delivery bill and signed off by the inspector. In the course of the process, the paper document is often used for further work and then finally scanned again and stored in an archive. In order for this document to become searchable again (which it was before), OCR (Optical Character Recognition) is also required, which is computationally and time intensive. Moreover, it will no longer be possible to match the quality of the original.
Example 2: Unnecessary printout as avoidable media discontinuity
While in the first example the reasons for the media break are avoidable but quite understandable (paper also has advantages), there are also scenarios where media breaks are completely unnecessary. These are those media breaks where a document is not changed. It is merely printed out for checking and then scanned again later, because the person performing the final check does not know, for example, that the document to be checked was originally already available in digital form. Particularly in processes that are partly analog and partly digital, there is often no transparency as to whether the original document was previously available electronically.
Talk to us about how you can design your processes to prevent media discontinuity. Together, we will find a strategy for efficient processes in your company that save time, money and nerves.
Our offer - your benefit:
With the many years of project experience of the TIMETOACT ECM team, we can provide you with highly competent support for your requirements. Due to the high scalability of TIMETOACT's ECM systems, you will find the solution exactly tailored to your needs, which can be implemented quickly and practically.
The right vendor for every project:
IBM - Filenet
Enterprise Content Management has a long history at IBM and is of strategic importance for the group. With the "Cloud-Pak for Automation", the complete portfolio of content, process, case, decision and input management is available to our customers under a single license. Regardless of the processes they want to "automate", the Cloud-Pak for Automation helps them in doing so.
Learn moreHyland - Onbase
Our partner Hyland is a full-service provider in the field of Enterprise Content and Case Management. The Hyland Suite integrates excellently into environments based on Microsoft Office and Active Directory and enables intuitive working without long training periods.
Learn moreJobrouter
With JobRouter, you are on the right path to a step-by-step digital-first strategy. Thanks to the low-code approach the solution offers, processes from any department in your company can be digitally mapped and automated. From invoice processing to onboarding processes to fleet management, JobRouter can be used across the enterprise - regardless of the existing ERP system.
Kofax
Planet AI
Kofax = scanning is what people still associate first with this manufacturer. At the same time, the volume of paper documents is constantly decreasing. Today, KOFAX products help us to effectively process content from a wide variety of sources and pass it on to process, content management or ERP systems.
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