There are three main operations that an effective ECM system must accelerate. These are scanning, archiving, searching, and retrieval of documents. If we consider the impact of implementing a content management system in any of these operations, we would understand why many companies opt for automated systems.

For starters, document scanning is a must if you want to avoid errors in your workflow. Detection of errors in manually compiled files can be difficult due to structure and workload. Furthermore, if any of these errors are detected, it can be even harder to pin point the cause of errors and how to avoid recurrence in the near future. Automated systems offer document scanning by eliminating all of these bottlenecks.

For one, a document management system will scan all the files and ensure their integrity is maintained. In the event of misplacement or loss of data, the operations can be traced back using the right software. This helps to retrieve lost data and prevent future recurrence by dealing with problems early enough.

Speaking of retrieval, a reliable content management system must allow for easy retrieval of data, if you compare storage of important documents in filing cabinets, which might take time to retrieve over the years due to an increase in paperwork. In fact, an automated system is better in managing content that will be retained for a long period and is normally retrieved on a regular basis.

Document scanning not only accelerates the process of retrieving data but also eliminates the costs allotted to hiring staff to manage enormous paperwork. In fact, if you dedicate that single staff member’s salary and invest in a reliable system, you will end up with greater returns on your investment. This happens because unlike staff members who are likely to be less productive after working long hours, not to mention the extra pay they must be given, an automated system provides access to information 24/7.

Archiving data is simple with an effective content management solution. It is possible to structure documents in specific files and directories and set them securely aside. The archives can be protected by access codes and the information can be retained for a very long time without losing its credibility or backed to prevent untraceable data loss.

When content is managed well, searching becomes easy and practical. Take for instance, a large scale industry like Vulcan Materials. This company was spending millions in a proof of delivery (POD) system that was manually operated. The expenses incurred were due to labor and handling enormous paper work that took up a lot of storage space and time. A solution has to be effected immediately to help the company reduce costs and continue a profit making venture.

When the company decided to implement effective enterprise content management systems, they ended up saving dollars in delivery disputes, labor, and storage. Furthermore, their records became readily available to respective customers and staff in the business. The best thing about their system is that the time taken to locate tickets was reduced significantly. This is as a result of the speedy searches provided by automated systems.