Why should your business consider cloud-based ECM? (Chapter-3)
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Mobile facilitates mobile and remote access: Companies often have to share information assets with third parties. The cloud vendor makes it easy to deliver these requirements because it only requires internet access. For on-premises platforms, the organization must provide network access or virtual private networking, as well as an additional level of login security.
Adherence to regulatory controls is easy.
Most industries are regulated differently according to local geographical and international country boundaries. Meeting controls is broader than vendor’s software; It covers the entire operating environment, including people, processes, and technology.
Regulatory compliance is a critical area regardless of whether an organization operates ECM on-premises in the cloud. Cloud services, however, may have an edge in some areas due to the experience of cloud providers and networks of geographically dispersed cloud data centers.
The possibility of using cloud data centers in specific geographies is attractive. However, it is a more complex issue to ensure that documents with a specific country of control are in those data centers.
Flex offers flexible license models: Cloud providers usually offer customer-based subscription model licensing per month. On-premises vendors are usually licensed by Quanta as packages of 25, 50, or 100 customers. The former includes the costs of adding and removing customers at will and are considered operational costs and the subsequent costs are considered capital expenditures that the company can depreciate over time. Companies must rely on cost models that provide ability attendance and cloud services do so.
Cloud integrates with other cloud services.
Many business applications that are traditionally installed in on-premises data centers such as email, calendar, ERP, CRM, and collaborative applications are now widely used as cloud services. Cloud services allow applications and users to work more seamlessly across all of the company’s tools.
Continue launches business continuity and disaster recovery: There is no better example of how cloud-based ECM supports business continuity than the COVID-19 pandemic. Millions of knowledge workers have to work from home with very little notice and for an unknown period of time.
Companies already using cloud-based products such as Salesforce, Google G-Suite, and Microsoft Office 365 have a very subtle transition to the new reality. Those with traditional on-campus ECM platforms have worked hard to ensure that their employees have access to the tools and information they need to do their jobs.
Legacy best practices to move from ECM
Define ECM product requirements. Organizations need to create clear business and technical requirements that ECM must meet. They should then evaluate each seller against those requirements. These requirements may include:
a. Ease of use and configuration
B. Ways of integration into the main tools of the organization
C. Built-in compliance and control management
d. Supports a wide range of information asset types, especially storage-hungry assets such as image, video, and audio
E. Providing built-in usage and performance analytics
f. Ability to scale
g. The roadmap is a strong product that inspires confidence in future use and investment protection
Content Review existing content processes: Organizations need to audit their current content infrastructure. They should anticipate any future changes to the file plan and tagging scheme. Organizations need to build those changes into a cloud-based ECM product before changing existing data assets.
Change plan change management: Companies need to successfully introduce cloud-based ECM. It involves effectively informing the end-users of the initiative and the benefit of the project schedule. Business leaders need to make sure customers are properly trained before emigration can take place. The customer experience of the ECM platform will be a deciding factor in effectively adopting it across the organization.
Map ECM content life cycles and workflows: Data assets have a life cycle — meaning they can be created, modified, stored for a while, and then archived or deleted. Understanding these flows — and, in particular, who is responsible for the integrity, accuracy, and retention period of information assets — will inform the immigration team of who the business shareholders are and how they should participate in the migration of information assets. ECM cloud service.
Road Create a roadmap: An organization may have hundreds of thousands of information assets. Businesses should first focus on high-priority information assets. It helps to create a migration framework and iterative process to move all data assets and users of those data assets to the new ECM.
