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.
We have already implemented solutions with Enterprise Content Management & Archiving in numerous customer projects. Read the reference stories here:
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Intelligent storage management including outsourcing of outdated data to less expensive storage media.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.
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.
In 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.
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.
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.
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.
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