It is now evident that the Covid-19 pandemic changed the way we manage our documents and data. When offices shut down and countries went into lockdown, digitizing physical content and working with electronic documents was no longer a choice or a goal to attain—it was an obligation.
For many, the primary way to do business was remote, which meant that some businesses had to transform from physical to digital almost overnight. Unfortunately, organizations without any prior digital work strategy in place or the right tools found myriad flaws in content collaboration, workflow management and data security. Many quickly turned to enterprise content management.
In a nutshell, ECM is a powerful digital tool that enables organizations to manage, organize, store and digitize content, providing the same level of productivity and work quality whether your employees are working from home or in the office. The platform targets multiple common business pains at once, creating productive and secure hybrid working.
With the prevalence of hybrid work, it’s time that your organization enjoys the benefits of enhanced remote content management.
The pandemic forced many businesses to realize that using email for drafting, re-viewing and managing various types of content was not efficient. Keeping track of where information was stored and having multiple versions of documents floating around in inboxes became major issue. The remote management of content posed new challenges, namely content sprawl.
On the other hand, ECM solutions have proven their worth by drastically reducing the time that employees spend searching for documents by keeping all content stored in a single, centralized and organized digital repository. Documents and data can be easily located by searching for key words or filters, giving employees more time to focus on value-adding tasks. In addition, with all documents stored in one place, it is much easier to create consistent and efficient workflows.
As revealed in a report carried out by The Economist and Kyocera, 47.2% of business executives surveyed agreed that the use of digital tools enhanced collaboration in remote workspaces. Productivity and employee collaboration go hand in hand – and ECM takes care of both.
Given that ECM manages and stores documents digitally in a central location, users are given the ability to work and collaborate seamlessly from anywhere. Employees are not disadvantaged when remote working or on the go, as they have all the information they need at their fingertips. Some ECM solutions target simple collaboration pains such as sharing, editing, and leaving comments on documents while others allow employees to work on documents in real-time.
While hybrid working gives organizations the power to be more flexible and agile, it also puts them at greater risk of being hacked. In 2020, the World Economic Forum listed cyber-attacks among the top five risks to global stability. They revealed that both public and private sectors alike are at risk of becoming victims of cybercrime. Content sprawl is a major consideration here.
Regardless of the industry or size, every organization handles valuable documents that contain either sensitive or confidential information. Evidently, the possible consequences of such content being stolen or leaked can easily lead to reputational damage, operational disruption, and revenue loss, to name but a few.
Luckily, ECM takes care of data security multiple ways. Firstly, it removes the risk of storing physical documents in unsafe places where they can be easily lost, damaged or stolen, by keeping them in one centralized and protected digital repository. Furthermore, document access is strictly managed by administrators who can give authorized permission to selected users. Finally, administrators can track and view who accessed a specific document and when.
ECM creates productive and secure hybrid working."
Imagine having technology that handles all the tedious repetitive tasks for you – that’s exactly what an ECM software can do.
Another significant advantage of implementing an ECM solution is that it allows you to automate workflows, therefore, saving time and eliminating the need to carry out unnecessary manual tasks. In today’s digital age, businesses cannot continue to operate manually with the growing volume of data and information out there. Once data control is lost it can be difficult to regain. By streamlining workflows, ECM can accelerate processes and enhance collaboration which in some cases, might even result in significant cost-savings.
Remote and hybrid working have presented organizations with new opportunities to work in a smarter, more agile manner. However, it has also given rise to new challenges such as content sprawl and cyberthreats. With Kyocera, you have a trusted ECM provider, a partner that helps you choose the right solution for your business needs. When it comes to enterprise content management, there is no “one size fits all” – this is where the value of a provider that delivers tailor-made solutions becomes apparent.
Working from anywhere is no longer a fantasy, it’s a common practice for many businesses. Accelerating digital transformation and embracing digital tools such as enterprise content management should be right at the top of every organization’s agenda – and Kyocera is here to help.