Effective information governance can not be achieved without the support of dedicated tools, called “Content Services”. Content Services make it possible to manage all data-related processes and ensure that employees find the right information no matter where they are. There are several types of services: archiving, dematerialization, enterprise content management solutions, process automation tools and GED. Let’s look at each one.
From ECM to Content Services
Content Services are not new, but rather an evolution of ECM (Enterprise Content Management). Why did we change the vocabulary?
Simply: new challenges, new vocabulary. The term “ECM” was found to be too limited, not encompassing all issues related to content management in business. Content Services (“content services”) better explain the role of content applications, offering quick and concrete solutions to business problems, delivered quickly and operationally, as quickly as possible. This is much more than how we traditionally think of ECM, so justifying the change of name is not just a matter of image
Archiving is not just about saving. It is exploiting the data in a new way, offer the data durability and security, as well as the ability to find that data from any device connected to the Internet. But there are several families of archiving:
- Digital archiving is a set of actions that aim to identify, collect, classify, preserve, communicate and return electronic documents. Digital archiving can be used to satisfy legal obligations (from a few years to several decades, depending on the type of document), or information needs in the company (from one service to another, depending on the type of document, or one site to another for heritage purposes).
- Mixed archiving is archiving between digital documents and paper documents. It is a practice that requires the definition of an archiving policy, with the creation or adaptation of a global document repository and the selection of a service offering adapted to the company. Such a project requires the setting up of a dedicated team, coordinated by a project manager who prioritizes the successive stages and facilitates decision-making.
- Mass archiving. Often identified as the ideal archiving solution by IT departments, mass archiving makes it possible to import and preserve large amounts of electronic resources (documents, emails, videos, archives …). They have a certain advantage: their interoperability with the other blocks of the information system (messaging software, ERP, CRM, DM). This is what allows all applications of the company to file electronic documents, to consult them and to exploit them whatever the volumetrics.
- Archiving with probative value. It has become a major issue for companies, because it’s not just about saving documents. Evidence-based archiving goes further, since it guarantees their authenticity (the documents were produced by those who claim to have produced them), their durability (they will always be accessible when they are needed) and their integrity (they have not been changed by a malicious person). The ultimate goal? That they can be used as irrefutable proof in case of dispute, whether with a client, an administration or another company.
Dematerialization happens when a company wants to replace the use of paper (or any other type of physical medium, such as a magnetic tape) with digital files stored on servers, on suitable media or computers. Many documents may be involved: invoices, administrative procedures, cash flow, etc…
There are two main types of dematerialization:
- “Native dematerialization”, which consists of receiving all new documents in digital format. We then change processes and software.
- “Duplicative dematerialization”, which consists of copying in digital format the documents initially received in paper format. Information governance consists of “retrieving” documents to integrate them into the dematerialisation process.
In both cases, all documents of the company can be made available to employees. Different profiles can be created to “limit” access to these documents for a particular service.
EDMS, or Electronic Document Management System makes it possible to optimize the management and exploitation of documents by specialized and efficient electronic means. It is based on software that will takes several actions on documents:
Document Management, an integral part of information governance in the workplace, relies on process automation, allowing users to focus more on high value-added tasks. It also greatly reduces the risk of error, and forgetfulness.
In the workplace, the same causes often produce the same effects. However, these causes require employees to repeat a gesture, an action, a decision … at least, if we do not think “process automation” !
Process automation is the essence of Case Management. It combines document management, business processes and collaborative work within a single space. It ensures that all the documents involved in the company’s processes will be processed by the right player and the right service. It has many advantages.
- Reduces the time required to process applications;
- Increases productivity and flexibility;
- Smooths workloads;
- Is implemented easily and quickly at the heart of the process;
- Provides a fast ROI and an overview of all activity thanks to dynamic dashboards;
- Concerns many sectors of activity.
Information governance involves the adoption of smart tools, like Content Services, archiving, business process automation, document management and more, that save time and efficiency while reducing the risk of errors. Download our Content Services ebook to learn more about Everteam’s information governance solutions.