Introduction
Every organization that strives to increase its profit and productivity faces the issue of structuring data. The information system of the company and how it is built and managed is crucial for obtaining successful results. Each company deals with the enormous value of information that proliferates. A large part of data can only be structured quickly and efficiently with the help of unique technical solutions. Such a solution became the introduction of enterprise content management systems (ECMS) into the management processes. Studies show that ECMS has a positive impact on organizational content management in terms of efficiency, collaboration, and compliance. However, these systems alone do not ensure the company’s success and must be constantly moderated.
ECMS for Structured and Semi-structured Knowledge
Structured knowledge includes documents, corporate rules, studies, tables, etc. Companies make decisions based on this information. There is also unstructured or semi-structured knowledge, the volume of which is multiplying. Such knowledge includes presentations, emails, messages in work chats, online discussions, open data on websites and social networks, and visual data in photo and video format. In addition, there is unique knowledge that the company employees have. By some estimates, about 80 percent of knowledge in public and private organizations is unstructured or semi-structured (Weitzenboeck, 2022). ECMS provides companies to manage both types of knowledge – structured and semi-structured. Systems have the ability to collect, research, structure, and distribute data to help companies make the best decisions.
Companies that have implemented ECM have seen an increase in customer satisfaction and company performance. This is the result of ECMs that make information easily accessible and helpful. According to Harr et al. (2019), ECM has a positive effect on the organization of content management, but the system alone cannot implement a permanent positive effect. It must be moderated in terms of impact on users and their satisfaction with ECM. Thus, content management is a constant and continuous process that balances management theory and technical sciences.
New Approaches to Content Management Services
For reducing the involvement of the human factor in content management, recent research suggests more flexible forms of ECMS. Now it is not a single platform for organizing information and data, but separate applications that perform different tasks and also can work in harmony (Arshad, Bosua, Milton, et al., 2022). There are several main functions of ECM: knowledge network systems, collaboration and social tools, and learning management systems. In addition, many organizations must comply with information retention requirements and take care of data security and protection. All possible functions and tasks should be planned at the stage of forming a content management strategy (Erturk, 2019). Recent ECM systems offer a block architecture that allows one to add new blocks, provide interactions between blocks, or disconnect some of them.
Successful examples of ECMS implementation can be observed in business, government, and scientific organizations. For example, the University of Miami digitized 842,000 images and placed digital collections on a corporate content management system (Williams, 2019). The university’s digital library has been significantly improved thanks to incorporating features such as metadata and OCR functionality.
Conclusion
Implementing enterprise content management systems can increase the productivity of an organization’s employees and increase customer satisfaction. The reason is easy access to disparate information and its structuring. However, when implementing ECM, organizations must clearly understand the tasks that the system must solve and form its functionality based on specific requirements. In addition, organizations must respond to changes promptly and continuously moderate the system for user satisfaction.
References
Arshad, N. I., Bosua, R., Milton, S., Mahmood, A. K., Zainal-Abidin, A. I., Ariffin, M. M., & Aszemi, N. M. (2022). Sustainable enterprise content management technologies use frameworks supporting agile business processes. Knowledge Management Research & Practice, 20(1), 123-140. Web.
Erturk, E. (2019). Implementing enterprise content management services with an Agile approach. Business and Management Research, 8(3), 16-25. Web.
Harr, A., vom Brocke, J., & Urbach, N. (2019). Evaluating the individual and organizational impact of enterprise content management systems. Business Process Management Journal, 25(7), 1413-1440. Web.
Weitzenboeck, E. M., Lison, P., Cyndecka, M., & Langford, M. (2022). The GDPR and unstructured data: Is anonymization possible?International Data Privacy Law, 12(3), 184-206. Web.
Williams, E. (2019). On board with OnBase: Migrating a digital collection to an enterprise content management system. Texas Digital Library. Web.