Dynamic Cloud Enterprise Content Management Strategy

Companies need dynamic Cloud Enterprise Content Management strategy developed to combine collection, retention and use of the business documents. Many companies are faced with a dilemma, because the amount and variety of unstructured content is continuously increasing. The staffs create a steady flow of documents such as emails, web content, media files and transactions. Companies need to capture these diverse content types, distribute, search, enriched with metadata, store and manage the versions. Here we are representing some aspects of a dynamic Cloud Enterprise Content Management strategy which can be applied with or without A/B testing.

Dynamic Cloud Enterprise Content Management Strategy : Practical Solutions

Enterprise Content Management (ECM) systems provide the essential support for administrators who need to find the content quickly, for legal departments that need to store content for eDiscovery and for compliance reasons or for marketing staff, need to distribute the contents to the outside through various channels. In this way, ECM represents both a core system, built on the base of company internal digital business processes, as well as an interaction system to work agile and flexible across organizational and national boundaries with business partners.

ECM solutions are becoming increasingly important, many companies have now been recognized.You need to develop strategies to manage various types of content across multiple systems, while creating a unified strategy for the acquisition, taxonomy, security, storage, archiving and search of the business content. The path to the cloud is mapped so. The cloud allows to share any content to all the authorized employees and business partners centrally available, divisible and is editable. Business processes more efficient and safer – Business Collaboration is becoming a reality.

The Dynamic Cloud Enterprise Content Management Strategy

How could these solutions look like in practice? According to Forrester Research survey (January 2014) it is basically about the interplay of Systems of Records and Systems of Engagement. Systems of Records form while the safe harbor for enterprise content. That is, large amounts of data in the ERP system is efficiently managed.

Records Management and Information Governance solutions take care of the management of Contents, enable the collaboration and interaction with business partners across organizational boundaries in the first place. It’s not about the systems, although they connect different business partners with each other, but nevertheless they are self-contained and are thus quasi to all those are involved.

The point is rather to establish the network of business partners and the exchange of data regardless of the ERP systems of the company. About a cloud that has corresponding features, can achieve this. In practice, the interplay of Systems of Records and Systems of Engagement looks like that project members work together in a protected area in the cloud.

It is crucial for the solution that ECM systems stored corporate data can be transported by clicking at any time in the cloud and thus are available across the enterprise. If the external cooperation completed, the company gets the data of the project team by clicking back to the internal ECM and thus in the System of Records. The data in the ECM and in the cloud are thus synchronized. The mobilization of enterprise content via the cloud also works if the system of records is a product of third-party, a host application, or a corporate is ECM. Ideally, this is done through platform-and vendor-independent standards such as WebDAV or CMIS.
As a further variant is conceivable that the system of records is part of a cloud where the customer has the choice of the storage location. The cloud provider will store data in so-called cloud locations that give the customer the certainty and guarantee, where the data is stored in the cloud. This storage is possible on one hand by the countries – the safest standards in Europe are guaranteed at Swiss Cloud. On the other hand, a cloud location can also be installed in a data center of the customer. Thus the interplay between System of Records and system of engagement is complete in the cloud.

In summary, usage results in numerous benefits from these solutions. The customer knows where its data is and they remain under its control, while the use of ECM in the cloud increases both the agility and flexibility. The costs are transparent and predictable. The investment costs are low since no licenses need to be purchased. Due to the dynamism of the enterprise content via the cloud companies therefore gets the benefit in many a ways.