In general, content management includes web content management, enterprise content management, media asset management and content syndication. However, enterprise content management is not a closed-system solution. It is a term that is used to refer to different providers and technologies of content management.
Difference between ECM and Normal Content Management systems
However, there are three distinct things that differentiate enterprise content management from other types of content management, such as web content management.
ECM is a combination of enterprise application integration and service-oriented architecture. In other words, it is a combination of the increasing use and dependence on the web based IT which is an addition to the traditional client and host server systems.
ECM is utilized to manage information without restrictions on its use. It can be used a service from a software service provider and using various kinds of applications. The biggest benefit of ECM to organizations is that for each functionality that is required just one general service is needed, and so this helps to prevent the redundancy of many different parallel functions. In other words, there are interfaces that connect various services.
In addition, it is a uniform repository of numerous kinds of data and information. It is essentially a digital content warehouse. Through ECM the inefficient redundancy and other problems that come with information management are avoided. All the applications that are used for ECM deliver all information to one repository, and conversely, all information can be retrieved from this one repository.
An Effective ECM Solution
Enterprise content management is essentially a system that works best when it is not noticeable to its users. It is most efficient when it is an infrastructure that provides support for numerous applications with different functions. It comprises different systems that can also work efficiently independently. A good ECM service provider is able to provide multiple layers of content management in order to capture, manage, preserve, store and deliver information and data.
Capture, Manage, Store, Preserve
To capture it should be able to take physical information, such as paper documents, and then convert it into an electronic format once scanned. However, capture also applies to documents that are already electronic files, but helps to convert them into a uniform structure. Capture further includes capturing the characteristics of files so that they can be easily located when required.
Management refers to the management of all the files and information, management of collaboration software, management of content on the web, management of records, and the ultimately the management of organisational processes and workflow.
The store capability refers to repositories as storage locations. This is primarily used for information that is not ready or needed for long term storage. This is typically done at the operating system level and includes deliver capabilities together with the security technologies.
From short-term storage, preserve refers to the long term back-up and storage of information that will not be altered. This service is done by the records management capabilities of ECM. This aspect of ECM is particularly important for organizations to save their documents in order to comply with industry and government regulations. An added feature of preserve is administrative features such as library services, imaging and documentation management, records management, and information retrieval in digital marketing systems.