Legacy enterprise content management (ECM) systems are not meeting organization’s needs and don’t have the capabilities to surface information to the right people — at the right time.
In a recent webinar, John Brown, CEO of HELUX, explained that the workplace is changing: content is being created in different formats, residing in different places and growing at a rapid pace. As a result, organizations and employees that rely on ECM systems can’t surface information they need to collaborate, make informed decisions and report correct information.
Organizations are moving from ECM systems to content services
“This is why so many organizations are moving towards a new paradigm called content services,” Brown says. “While ECM systems are a single repository to store documents and content, content services are a powerful way to surface information — no matter where it resides.”
Microsoft defines content services as an “end-to-end set of software and services to connect entire workplaces and enable intelligent content management.” It provides organizations and employees security, scalability, compliance, and anytime, anywhere access.
Employees spend too much time looking for information to get their work done
“There are several studies that show employees spend 30 percent of their time looking for information,” Brown says. “When they can’t find the information they need, they recreate it and repeat that cycle.”
So how can they finally break that cycle using content services?
- First, they need a great information architecture. A great information architecture is an intersection of content, context and users. It ensures that organizations meet employee demands in terms of being able to find the information they need.
Second, once they have a great information architecture, they need a great records management program. A great records management program involves structures and policies that match the architecture. It ensures employees meet organizational expectations in terms of archiving and disposing records.
New tools to achieve a great information architecture and records management program
Cham Tanh, CTO of HELUX, says it’s important for organizations to not take any shortcuts or else it’ll be time-consuming and expensive.
“We’ve never had the right tools for the job until now,” Tanh says. “With THEMIS IIM Suite, organizations can easily create a great information architecture and records management program. This is because THEMIS removes the need to use complicated Excel spreadsheets to design their sites and then wait months to see how it’ll look like in SharePoint. Instead, they can simply design their own sites and instantly publish to SharePoint themselves.”
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