The costs associated with storage continue to decrease, including eliminating the need for floor space for paper documents that cannot be accessed remotely.
Fremont, CA: In addition to improving team collaboration and preserving records, enterprise content management software can play a crucial role in an organization's digital transformation.
As content managers plan strategies for implementing ECM software, they must keep in mind a variety of challenges that can derail or limit their effectiveness. By planning for these pitfalls, projects have a higher chance of success. Every organization or team is susceptible to the negative effects of a failed ECM strategy, regardless of how they address risks.
Listed below are common challenges facing content managers and organizations when it comes to ECM.
Service to customers
Users who are used to paper documents or legacy file systems often find ECM software and processes confusing, so organizations need to engage closely with users to learn their needs. Office hours, for example, can allow users to learn from others and build relationships between IT personnel and users.
Storage and Migration
Organizations may suffer from missing or unavailable information if they do not have an ECM strategy in place. Often, business-critical documents are trapped on a computer or on an inaccessible file system.
In order to use ECM software effectively, content managers must allocate sufficient storage. It is important for them to estimate the potential costs of storage and maintenance personnel's time in order to accomplish this. There can be a significant impact on these estimations by the success of the project and the acceptance of the client, which content managers should periodically review. The costs associated with storage continue to decrease, including eliminating the need for floor space for paper documents that cannot be accessed remotely.
A company may also have to force its employees to adopt and migrate software. Alternatively, it may move valuable content to the new system if it is using an older ECM system or ad hoc methods to store and share content. It is essential for content managers to minimize users' manual and rote work and move from old to new systems and disconnected to connected processes in order to accomplish this.
It is possible to spend a lot of money even on small ECM software projects. Organizations should develop financial metrics that balance costs and benefits in their planning processes. By measuring these metrics, you can determine whether the cost of the software has been offset by customer satisfaction, information security (infosec), and information digitization. A legacy system can sometimes be powered down, and its associated hardware and software costs can be removed.
In this context, content managers must manage the costs of software and development personnel to ensure they stay within budget. Content managers can benefit from periodic cost-benefit analyses with finance and management.