Due to the exponential increase in electronic and e-mail records, organizations are searching for new, effective tools to achieve long-term, sustainable regulatory compliance and disciplined records management.

To meet this challenge, CEOs, CFOs, general counsels, and records managers are looking to IT to provide technology-supported solutions. In response, IT professionals are driving the market for the development of more comprehensive solutions to administer and control the growing volume and diversity of data in their organizations.

Fortunately, Enterprise Content Management (ECM) systems, which combine elements of records and e-mail management, document management, workflow, and web content management among other functions, have matured into integrated platforms capable of meeting today's demands for managing documents, automating compliance, and supporting long-term records management policies across an entire corporation.

Implementing an ECM strategy is a more effective alternative to the previous "silo" approach of having multiple (and often incompatible) vendors' content management products scattered throughout the organization, each addressing a specific limited area, usually within a department. The ability of an ECM solution to manage the broad range of information, regardless of media type, across department and business unit boundaries promotes overall consistency in how the organization accesses, stores, distributes, and retains content leading to regulatory compliance and effective management of information assets.

Clients that have already implemented ECM-based solutions are realizing improved efficiencies in the accession, distribution, storage, and disposition of their physical and electronic information. This has led to greater productivity and increased compliance, and has greatly contributed to the successful implementation of the organization's records management policies, standards, and procedures.

ECM software provides organizations with the ability to:

• Effectively manage the volume and diversity of enterprise content (from Microsoft Office documents, e-mails, instant messages, and CAD drawings to financial software application data).
• Incorporate the business rules and policies for classifying, retaining, and disposing of records.
• Route documents from workstation to workstation for processing.
• Control proper authorization and access to information resources across the enterprise.

ECM Systems Rise to the Challenge
The task of managing enterprise information has greatly increased in complexity. The sheer volume and types of documents are multiplying, as well as the number of remote offices, mobile workers, and external partners requiring access.

Furthermore, court-imposed fines for failing to produce information, including e-mails and instant messages, in a timely fashion during litigation are real and substantial, as is the risk of regulatory penalties for noncompliance. Companies are also seeking to improve internal operating efficiencies in how they process their documents in order to enhance customer service and profitability.

In response, ECM vendors have taken major steps to evolve their products to meet the latest regulatory and information management challenges, including:

1. "Single Source" Repository for Corporate Knowledge. Today's ECM systems store numerous types of business content, including documents, electronic records, e-mails, images, PDF files, web content, and instant messaging threads. They also provide data integration tools to extract information from other applications, such as enterprise resource planning systems. Thus, ECM systems can unlock the knowledge trapped in legacy systems and provide an integrated approach to managing and leveraging corporate information assets.
2. Automate Records Management Functions.  ECM systems incorporate business rules and policies in their databases to automate critical corporate governance functions, such as records retention. Business rules and policies are embedded to ensure compliance with various regulatory mandates (e.g., Sarbanes-Oxley, DoD 5015.2, SEC, NASD, HIPAA, etc.) and shield end-users from records management intricacies. Overall, ECM systems eliminate manual procedures and lessen legal and regulatory risks.
3. Information Access Combined with High-Level Security. Robust security features inherent in ECM solutions ensure record integrity and protect against unauthorized access to sensitive information. Access privileges are assigned to authorized users and groups by administrators based on corporate policy and are applied at folder and document levels.
   End-users view and retrieve authorized information via intuitive interfaces. Dependent on the specific software selected, the information is presented in convenient and familiar ways (e.g., Microsoft Outlook, Windows Explorer, web browser) and training is minimized. ECM systems also provide full-text query tools to quickly find pertinent information. Some ECM packages also provide additional software to search across other application repositories to locate information.
4. Tools for Collaboration and Communication. ECM systems provide a foundation for enhanced communications, supporting collaboration, and transforming business processes across the enterprise. Internal and external team members can work collaboratively from anywhere in the world, in real time, leveraging the software's security, version control, and document check-in/check-out functionality.
   Content workflow capabilities within an ECM system permit team members to assign tasks and track statuses. New processes can be defined using easy-to-follow graphics that allow managers to drag and drop tasks, set conditional branching logic, indicate escalation points, and apply business rules.

Given the robust features available today, ECM systems are an essential component for ensuring the success of a records and information management program. ECM systems automate the policies, standards, and procedures for records management; support the workflow and efficiency of the end-user; and provide the IT department with a manageable, integrated solution to meet its technology mission. In short, an ECM system provides the platform needed to ensure information is available, secure, and compliant. 

This article was written by George Broadbent, Director, Enterprise Solutions. For more information, contact Entium Technology Partners at (888) 757-2045.

Entium Technology Partners develops and implements life-cycle information programs that ensure compliant business rules and standards for all company records regardless of media type. These information programs control the creation, processing, maintenance, distribution, storing, and disposing of all corporate documents and records by combining information policies, processes, and procedures with the appropriate technology tools. Our solutions will allow enterprise-wide access to corporate documents and records while meeting internal security and business continuity needs.