Why You Need To Be Using A Content Management System
What Are The Benefits of a Today’s Content Management Systems?
Every business runs on information, and many require a hefty amount of documentation. Enterprises with heavy compliance responsibilities, collaboration requirements, intellectual property management, and extensive Accounts Payable, even more so. With so many documents, videos, and emails to keep track of, across so many areas of business operations, something is bound to get lost, get misfiled or otherwise cost the organization time and energy.
Today’s innovative content management solutions leverage A.I. to make business operations easier, improve efficiency, and save money.
A content management software system is vastly more efficient than traditional filing. When processing documents, they can be scanned and digitally filed rather than having to be stored in a physical location. This cuts down on storage space.
Even better, firms can generate documents digitally rather than having to fill out physical forms, which takes far less time.
Archiving? You won’t believe how easy it is. Documents are stored digitally, eliminating the need for corporate archiving as well as storage space. Office space can be devoted to something useful rather than filing cabinets, boxes and so on. Additionally, outside record storage and associated fees can be eliminated.
Content Retrieval Is Unbelievable
How many times have you searched through file cabinets, emails or network drives to find a critical document? Studies have found that an organization can spend up to $120 in labor just to track down and re-file a lost or misplaced document. They can also spend up to $220 reproducing it. This includes all the time spent tracking it down, checking files and so on.
Want to never worry about those costs? A content management system will produce it within minutes, by just pulling it up through the software. Need to produce a physical copy?
If your business relies on extensive documentation and producing some upon request, you may be surprised how much NOT having a document management system is costing the organization.
Purchasing & Accounts Payable Processes are Dramatically Improved
Typically, someone in an organization creates requisition to purchase some type of widget. Then, the requisition is required to be reviewed and approved. Then a P.O. is issued to a vendor. Eventually, the widget is received. And then, someone from Accounts Payable reviews the packing slip and invoice before approving payment.
While all the steps may be necessary, there is a better way. In fact, a MUCH better way. Sophisticated content management systems will stream line the entire process. Requisitions are created electronically and automatically routed for required approvals based on company specific rules. Typically, the process is expedited as parties are received notice they have content to review / approve. Additionally, team members can see where critical documents may be “hung up,” e.g., someone is not reviewing or approving in a timely fashion. (In fact, rules can be setup to escalate, should someone not respond in a predefined period of time.)
Sophisticated content systems with built in A.I. have the ability to elegantly review shipping content and compare against the original P.O. Based on this game breaking technology, organizations can focus on reviewing exceptions and dramatically improve their processing time. As a result the process is streamlined, improving productivity and helping the firm to realize all applicable early payment discounts.
Collaboration Made Simple
In the business setting, file sharing is a necessity. Without a content management system, the person that has the content either has to track down the physical copy or locate the file on their workstation and THEN share the content with the relevant parties.
With content management software, content can be nearly instantly retrieved and shared, making the process simple and blisteringly quick. Additionally, thanks to sophisticated workflows, content management software can automatically route content for review or approval. This also makes collaboration between coworkers far easier and MUCH quicker.
Backup And Security Are “Legit”
Backing up files and file security are of vital importance. A content management software system ensures that both are consistently addressed. Backing up files is done digitally, without the need to rely solely on paper contents. Every file is copied and stored electronically, and easily retrieved.
Historically, content management systems were only available as “on premises” (stored on the organizations network.) More recently, progressive organizations are using cloud based content storage systems. By using the cloud, organizations avoid many IT related expenses, e.g., servers and storage. Additionally, due the architecture of the cloud, the reliability and availability of the system is dramatically improved through built-in redundancy and load sharing.
These are just some of the benefits of a content management software system by DataPro Solutions. We are a leading provider of content management and other networking solutions in the Pacific Northwest, and help solve your content management and networking challenges.
If you’d like to see what a content management system can do for you, contact us! We would be happy to consult with you and find a solution for your organization. The efficiencies and ease of production, storage, and sharing will astound you.