Enterprise Content Management (ECM)

Enterprise Content Management (ECM)

Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.

Enterprise content management (ECM) is a set of defined processes that allow a corporation, agency or organization to obtain, organize, store and deliver information crucial to its operation in the most effective manner possible.

Enterprise content management (ECM)is used to create, store, distribute, discover, archive and manage unstructured content (such as scanned documents, email, reports, medical images and office documents), and ultimately analyze usage to enable organizations to deliver relevant content to users where and when they need it.

Enterprise Content Management Process 

1.Capture: Create, obtain and organize information.
2.Manage: Process, modify and employ information.
3.Store: Temporarily back up frequently changing information in the short term.
4.Deliver: Provide clients and end users with requested information.
5.Preserve: Back up infrequently changing information in the medium and long term.
Delivering the right information to the right people at the right time

Types of Content:
1.A web content management system is software for web site management - which is often what is implicitly meant by this term
2.The work of a newspaper editorial staff organization
3.A workflow for article publication
4.A document management system
5.A single source content management system - where content is stored in chunks within a relational database
1. Document Management
Document management technology helps organizations better manage the creation, revision, approval, and consumption of electronic documents. It provides key features such as library services, document profiling, searching, check-in, check-out, version control, revision history, and document security.
A Document Management System helps your employees manage and control the  growing number of “electronic documents” they create, review, edit, and work with every day:
Word processing documents, Spreadsheets, Email, Scanned documents, PDF's, Web-related content, Graphics files, .jpg, .gif, .tiff, etc. Other electronic formats

Document Management System

2. Records Management
Content of long-term business value are deemed records and managed according to a retention schedule that determines how long a record is kept based on either outside regulations or internal business practices. Any piece of content can be designated a record.

Records Management

3. Email Management
As the de facto standard for business communication, removing emails from the server and saving them to a repository isn't enough. Email must be classified, stored, and destroyed consistent with business standards-just as any other document or record.

Email Management

4. Web Content Management:
—      Web content management technology addresses the content creation, review, approval, and publishing processes of Web-based content. Key features include creation and authoring tools or integrations, input and presentation template design and management, content re-use management, and dynamic publishing capabilities.

5. Digital Asset Management:
      Similar in functionality to document management, DAM is focused on the storage, tracking, and use of rich media documents (video, logos, photographs, etc.). Roots of the technology are in the media and entertainment industry, currently experiencing growth, especially in marketing departments. Digital assets typically have high intellectual property value.

6. Repositories:
—       Structured and unstructured-the core of many ECM systems. This is where the data resides and where much of a company's investment in ECM resides. A repository can be a sophisticated system that costs hundreds of thousands of dollars, or as simple as a file folder system in a smaller company. The key is to have information that can be found once it is placed in the system.

Repositories (File Folder system)

Content Management System (CMS):

The definition of a CMS is an application (more likely web-based), that provides capabilities for multiple users with different permission levels to manage (all or a section of) content, data or information of a website project, or internet / intranet application.

Managing content refers to creating, editing, archiving, publishing, collaborating on, reporting, distributing website content, data and information. A CMS usually consists of a front-end editor for inputting content and a back end system for storing the content (usually a database).

This content can then be formatted by a template and displayed in a variety of ways.


Several web-based CMS tools are available. The following are some of the most popular ones:

1.WordPress - free web software designed for creating template-based websites or blogs. http://www.wordpress.org/
2.Blogger - Google's blogging tool designed specifically for maintaining a blog
3.Joomla - a flexible web publishing tool that supports custom databases and extensions
4.Drupal - an open source platform often used for developing community-based sites. http://www.drupal.org
5.Weebly - a web-based platform for building simple personal and business websites
6.Wix - a collection of web publishing tools for creating a highly customizable website

CMS Workflow

CMS Roles and Responsibilities:
Content management is an inherently collaborative process. It often consists of the following basic roles and responsibilities:
1.Creator - responsible for creating and editing content.
2.Editor - responsible for tuning the content message and the style of delivery, including translation and localization.
3.Publisher - responsible for releasing the content for use.
4.Administrator - responsible for managing access permissions to folders and files, usually accomplished by assigning access rights to user groups or roles. Admins may also assist and support users in various ways.
5.Consumer, viewer or guest- the person who reads or otherwise takes in content after it is published or shared.

Electronic Document Management System (EDMS):

An electronic document management system (EDMS) is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization's workflow.

“A document can either be represented in electronic form (i.e. Word document, Spreadsheet file, Movie file, Sound clip, etc.)”

Capture may include document imaging and optical character recognition (OCR).

Need for Electronic Document Management (EDM):

1.Quick and Easy Online Collaboration and Sharing
2.Increased Productivity and Efficiency
3.Air Tight Data Security and File Storage
4.Easier Access to Data – Past and Present
5.Reduce Paper Costs – An Eco-Friendly Solution
6.Data Becomes Portable and is Accessible From Anywhere
7.Saves Money Both Directly and Indirectly
8.No more emails


Example: Electronic Document Management

Example: Google DriveGoogle Docs, Google Slides, Google Sheets, Drop Box,  Google Blogs are the examples of  Electronic Document Management.

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