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    KYOCERA Enterprise Content Management

    Document Management is now even more effective
    person looking at computer

    Kyocera Document Solutions South Africa provides businesses with content management solutions that comes with powerful capabilities, from; capture, electronic forms, e-signatures, workflow, records management and security— Enterprise Content Management allows organizations to securely manage and share documents, videos, photos and other content.

    Digitally managing all your content

    Enterprise Content Management (ECM or otherwise called Content Services) allows for instant, digital access to information; enhanced operational efficiencies; decreased cost of compliance.

    • Enterprise Content Management (Content Services) FAQs

    1. Why do I need an ECM (Content Services) solution?

    Many organisations face significant challenges when it comes to storing, managing and accessing company information and content. The global COVID-19 pandemic has only accentuated the value of instant, digital access to information. ECM can solve these challenges.

    ECM refers to the tools, technology and processes that enable organisations to digitally manage all their content, centrally and securely. This eliminates information silos and provides employees with timeous access to relevant information, while still offering individual business units the flexibility to react quickly to changing conditions.

    Organisations across a variety of industries are reaping the considerable benefits of ECM, including enhanced operational efficiencies, decreased cost of compliance and improved customer service. The significant impact on a company’s bottom line comes from automating the back-office processes that keep staff from focusing on customer-facing opportunities. 

    2. What benefits will ECM (Content Services) offer my business?

    Organisations are much more productive when they minimise paper clutter, as well as the waste and high costs of paper documents involved in their business processes. An ECM solution can work to streamline document workflows in the following ways:

    • Eliminates the need to manually input data
    • Stores and tags all documents in a centrallocation, avoiding needless duplication
    • Has a simple yet powerful search function so userscan quickly find the information they need
    • Digitises andautomates businesses processes, optimising workflows and eliminating double-handling and physical transport requirements
    • Manages millions of documents and retrieves the right one in seconds
    • Shares documents with colleagues while protecting confidential information
    • Instantly emails files
    • Provides access to documents, while traveling
    • Protects documents from damage during fires, floods and other disasters

    3. How do you justify the return on investment of an ECM (Content Services) Solution?

    By implementing an ECM solution, companies gain a shortcut to greater profitability without the complications and costs of other approaches.

    Identifying clear workflows, enables organisations to reap the rewards of ECM (Content Services). These technologies allow companies to automate workflows, leaving the most laborious, time-consuming and monotonous tasks to be carried out almost instantaneously and automatically, while enabling employees to better apply their time to more profitable activities.

    The benefits of ECM (Content Services) include:

    • Improved workflow and productivity
    • Minimised paper, office supplies, storage space and fees
    • Secure storage, backup, and transmission of content
    • Regulatory compliance
    • Secure access via multiple devices, including mobile 
    • Remote employee access
    • Increased access to current and correct resources
    • User-specific clearance preferences
    • Vertical-industry specific software
    • Centrally stored data is integrated with other crucial systems

    4. Will everyone in my organisation have to use ECM (Content Services)?

    ECM (Content Services) is made up of various components that all work together holistically to improve the way your organisation manages content. It will affect the way documents are managed right across your organisation, so it will change the way people work.

    If your organisation is new to ECM or slow to adapt to new technologies, tools, and processes, it may be a challenge to get buy-in across the company. Doing so, however, is critical. That’s why, before you start to look for an ECM solution, you should understand what this involves.

    Making the switch from manual to automated processes requires a significant change in employee behaviour, brought about through appropriate investments in training, adoption marketing and change management.

    Some of the engaging tools companies can use to smooth the transition include:

    • Classroom training, tailored to the needs of different classes of users
    • Online instructional videos
    • Interactive online learning
    • User group meetings 

    5. How do you find the right ECM (Content Services) for your business?

    ECM enables your organisation to become smarter and more efficient than your competitors. Instead of thinking of ECM as just a document storage solution that makes searching and finding them quick and easy, think of it as a way to manage documents throughout their entire workflow cycle – from creation to disposal.

    Here are some questions to consider before making a decision on the right solution for your business:

    • What are your
      organisation’s needs?
    • Is the ECM solution aligned with your company’s objectives?
    • What ECM solutions are similar businesses using?
    • Is it easy to use?
    • Is it easy to integrate with your existing systems and applications?
    • Is the ECM solution flexible enough for any future changes?
    • Is it cloud-based?
    • Can staff easily access files and documents when working remotely?
    • Is the solution secure?
    • Does the solution fulfil the necessary regulatory requirements?
    • Will the ECM provider offer specialised training and support during and after the

    6. Where do you start with an ECM (Content Services) solution?

    7. What can you expect from an ECM (Content Services) roll-out?

    8. Is ECM (Content Services) a one-size-fits-all type of solution, or can it be customised to my requirements?

    9. Does the development take long to perform?

    10. Is ECM (Content Services) implementation an expensive exercise?

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