Legacy ECM falls short
Companies are faced with the reality that their legacy ECM systems aren’t meeting their current business needs and will fall short of meeting their future needs.
There’s so much information… So many people… So much change…
The complexity of content management has changed your requirements and responsibility.
Will you be a responsible steward of the information entrusted to you?
Do your tools match the importance of your information?
An effective content management platform will become your competitive advantage
Quicker, more informed decisions
Better control over sensitive information
Faster content discovery
Intuitive access and sharing controls
Better customer experience
Better employee experience
Content services is changing to address modern and future needs
Modern needs – users, compliance, regulations
Content volume is exploding, and content types are expanding.
Uses and demands are prompting the need to modularize and decouple applications from data repositories.
Artificial intelligence (AI), internet of things (IoT) and other innovations enable the analysis and processing of large volumes of content and insights.
This blurring of lines raises issues of ownership, control, responsibility, and compliance.
SharePoint Content Management systems comes to the rescue for any organization to effectively manage information through a content life cycle, right from content creation to content archiving. SharePoint Content Management helps in integrating with MS Office Apps or Office 365 with collaboration and central management features of SharePoint technology.
Focuses on three areas:
- Document Management
- Records Management
- Web Content Management
- Digital Media
SharePoint Content Management
It is very important to define terms and other specifications when working on a content management system intranet. Functions like eDiscovery in SharePoint helps the users to search for information that have specific tags and saves time. Well, there’s more to talk about Records Management:
- Improving Regulatory and Legal Compliance – Implementing policies for data protection, retention and auditing business records for guaranteeing that records are properly maintained. The audit trails give proof for the internal and external auditors regarding the records being retained properly.
- Your Business Records are Secure – SharePoint ensures a full-secure repository, which guarantees the records are stored safely.
- Legal Discovery Made Easier – It ensures that you can get information which is required for litigation discovery in the best way by saving time and cost. You can place special hold on desired records for preventing data loss.
- SharePoint’s Integrated Records Management – It helps companies for storing and protecting business records in the final state. Companies can apply information management policies to their business records which helps to reduce legal risks ensuring that the information matches with the corporate business regulations/policies.
SharePoint Content Management helps in boosting your company’s productivity and follows the below features to effectively manage your pile of documents:
- Control the Access to Your Data – You can define permissions to the desired users at any level – right from a document to the whole site itself.
- Work seamlessly with Document Properties – The Document Info Panel helps you for browsing and changing metadata (document properties) straight in the document.
- Manage Diverse Content Centrally – You can store the content in the main repository which helps your users for finding, using and sharing the information as soon as possible,
- Collaborative Document Processing – With SharePoint, you can build document workflows that helps you to collaborate and track – document-oriented processes directly from your desktop programs.
- Document IDs will help you to differentiate each asset in the content collection.
- Managing Metadata as whole – You can create groups or term sets for making it simpler to find and organize content effectively.
Web Content Management
It’s not all about defining policies and regulations for content management systems; it must be user-friendly or usable. The features for Web Content Management are:
- Maintaining Consistency Throughout your Portals – The good practice is by creating final master pages and layouts which contacts company branding and easy site navigation where the content authors can reuse them in no time without affecting the site consistency.
- Quickly Create/Publish Site Contents – You can achieve this by using common tools for creating and publishing site content in a periodic manner.
- Low Cost in Terms of Deployment and Management – You just need to implement a single infrastructure for enabling content publishing on extranets, intranet and of course, Internet sites.
I’m sure that you have come across the videos and audio features in SharePoint sites. It is true that SharePoint has integrated features for playing/viewing digital content like Video and Audio files. What other benefits can you achieve?
- Usage of Optimized Media Libraries – SharePoint’s Media Asset Libraries are optimized for digital content. The management features of the document library are also available (metadata, unique IDs and content types). Also, with SharePoint, you get to view thumbnail versions of the images and video files and upon clicking, a pop-up appears playing the video straight from the Document Folder.
- Playing Digital Files Directly – As mentioned earlier, SharePoint has built-in features for playing video and audio files. This helps us to play these files from any portals, publishing sites or teams. A perfect feature when creating Training Portals for Organizations!