Paper-based, manual processes still dominate daily operations for a lot of companies we speak to on a regular basis in Ireland.  

Often with filing cabinets full of documents and manual invoicing / purchasing approval processes, these traditional methods can be time-consuming, error-prone, inefficient and costly overall to a business.

A common issue for organisations is they understand and have identified the need for change, but don’t know where or how to begin.

Enterprise content management (ECM) offers a solution by transforming how companies handle their documents, processes and information.

In our latest article, we explore how ECM significantly benefits organisations by making simple yet highly effective improvements by automating time-consuming processes.

What is enterprise content management (ECM)?

At a high level, an enterprise content management system is a tool which enables organisations to capture, store, manage, and deliver all company content and documents relating to internal business processes.  

ECM not only securely stores all company documents & files, but also streamlines workflows, automates manual processes, ensures security & compliance, enhances collaboration and saves time.

Implimenting an enterprise content management system doesn’t have to be a huge organisational shift, it can be introduced gradually, starting with improving a few simple but time-consuming processes, and scaled into additional business areas over time.

In a previous article, we focused on simplifying digital transformation in a step-by-step process for companies, which can be viewed here.

Key features of enterprise content management:

Implementing an ECM solution introduces a multitude of features to transform organisational document handling and internal processes, including:

Document digitisation: Converts physical documents into digital formats, reducing physical storage needs.

Centralised repository: Stores all documents in a single, secure location, facilitating easy access and management.

Access control: Defines who can view or edit documents, enhancing security and compliance.

Version control: Tracks document revisions, ensuring users work with the most current version.

Search and retrieval: Enables quick location of documents using keywords or metadata.

Workflow automation: Automates routine tasks like approvals, reducing manual intervention.

Full audit trail: Records document access and changes, aiding in compliance and accountability.

Integration capabilities: Connects with existing like CRM or ERP systems and O365.

Disaster recovery: Ensures documents are backed up and recoverable in case of data loss.

Mobile access: Allows remote access to documents, supporting hybrid work arrangements and field-based employees.

The advantages and benefits of implementing ECM:

Implementing an ECM solution offers numerous benefits to organisations, regardless of company size. In a previous article, we outlined some of the areas of business which benefit from the process automation element of an ECM solution, which can be viewed here.

Some advantages and benefits to organisations include:

Operational efficiency: Streamlines document-related workflows, reducing bottlenecks in processes and time spent on manual tasks.

Cost savings: Lowers expenses associated with printing, storage, and administrative work.

Enhanced collaboration: Facilitates better teamwork through shared access to documents.

Regulatory compliance: Assists in meeting GDPR and other legal requirements by maintaining accurate records and audit trails & automating compliance forms, weekly-checklists, and other paper-based requirements.

Scalability: Adapts to business growth without significant infrastructure changes with a licence per user pricing SaaS based pricing model, ensuring long-term viability.

In another previous article, we outlined the benefits of digitising document workflows, with a focus on productivity improvments and cost reduction, which can be viewed here.

Case study: Monaghan County Council

The team at Bizquip have been working closely with Monaghan County Council for 10+ years, who originally faced challenges with manual, paper-heavy processes, particularly in managing housing applications and grants.

Historically, information was stored on network drives, making search and retrieval difficult, leading to process delays.

By integrating their existing systems with Laserfiche, a leading ECM solution, the Council digitised their paper documents and automated updates to their database with the help and support of our technical team.  

This integration supported efficient planning and procurement of maintenance services, saving their team a huge amount of time.

Results achieved included:

€100,000+ saved annually.

Automated communications to internal property inspection engineers, external occupational therapists, and submissions to the central government.

Physical storage reduction: The council were able to remove 40+ filing cabinets, replaced with a digital repository.

Enabled instantaneous access for staff to all documentation, greatly improving response times & customer service.

This case exemplifies how ECM can lead to significant cost savings and operational improvements in the public sector, with lessons also applicable to SMEs.

Read our Monaghan County Council case study in full here.

Implementing ECM, the steps involved:

Embarking on ECM implementation involves several key steps in which our in-house technical team take, including:

Assessment: Our specialists will evaluate your current document lifecycles and processes to identify key areas for improvement and initial process improvements to begin with.

Demonstrate: Once the assessment is complete, we will provide a live demo of the identified process improvement, showing the new workflow(s) in action.

Planning: We then set clear objectives and a project plan for the ECM roll-out with the relevant stakeholders.

Deployment: Our team roll out the ECM system, beginning with a particular process or business area, ensuring minimal disruption to business operations.

Training: We will educate & provide ongoing training for stakeholders and employees using the ECM solution effectively to maximise benefits.

Ongoing support: Our team will regularly review performance and provide any support when required, making necessary adjustments to optimise functionality of this process.

Wider roll-out: Begin to look at additional process improvements, which is usually identified by employees & stakeholders once using the ECM, who start to see where else this would benefit the business in other areas.

Begin your digital transformation today:

Enterprise content management transforms how businesses handle & manage their documents, leading to increased efficiency, reduced costs, and improved compliance.

Embracing ECM is a strategic move towards digital transformation, positioning organisations for sustained growth and competitiveness.

Bizquip’s workplace technology team have been implementing and supporting ECM solutions for clients for 15+ years, and can help guide you through the process seamlessly.

If your organisation is ready to move beyond manual paper-based processes and embrace digital efficiency, book a call with our business process automation team today by filling in our contact form.