The Four stages of maturity in Enterprise Content Management.
Fortunately, companies are realising that they need to change, dealing with the unstructured content. Compliance with the new laws and regulations and improving the ease of use are two of the most important drivers.
The changes are coming fast, and we see the management of information in organizations is growing rapidly. We see that organizations almost always go through the same phases:
The digitization of all content in the organization, or the creation of the paperless office. Incoming E-Mails scanned, and there is a common network for the storage of all processes and related documents. The majority of organizations are (only) in this Phase, approximately 90% of the company. Their most urgent question: “How can we move this mess into a manageable document management system?” The volumes and the challenges they face, they are not so big that you know how to get started and as a second level.
A document management system is introduced and implemented according to the current business processes and workflows. The focus is often on quality: the reduction of the RED data, the identification of duplicates and the improvement of the structure.
The main problem in the transition from level 1 to level 2 is that the organizations are perfectionists, and they use the motto: “We do very well.” Thus, the project is too big and heavy to really take off. A small pragmatic approach is best, taking into account the fact that an improvement after 2 to 3 years (level 3).
To change the digital processes, as the original company. What initially seemed like a logical implementation, is not seen as practical closer.
In the third Phase, in which organizations start with the management of documents and testing the system in the optimal way, taking into account all the experiences of the previous period.
The data must be transferred from a complex DMS to another. The emphasis in this Phase lies in the adaptation of the structure to the new business processes and the optimization of the meta-data, for example, by adding business rules and automated classification.
Decentralization is the key word in this Phase. The organizations recognize that there is often a single Central document management solution is sufficient for the entire organization. Different types of processes questions, of various types of software for the majority of cloud solutions. Provide, this (cloud) solutions for the management of a given business process. Questions such as “what content goes directly in the cloud?”, and “what conditions?” should be answered here.
Time to stay in the stone?
As already mentioned, the majority of organizations are in the first stage. A smaller number of organizations that have made the transition to the management structure of the documentary a couple of years ago, and now are willing to upgrade their systems so that they meet the current needs.
A very small number of organisations (<1%) are the steps that you and explore the use of a number of specialized solutions in a fully integrated environment, such as OpenText for document management, SharePoint for collaboration, Salesforce CRM, and SAP HANA for ERP.