Enterprise Content Management typically processes two types of content: structured and unstructured. Structured content, like code repositories and databases, is data that is pre-defined. Unstructured content is information that doesn’t have a container format, such as Microsoft Word documents, PDFs, company emails, and presentations.
Organizations can choose between deploying ECM software in the cloud or on-premise. Cloud-based (or SaaS) ECM simplifies mobile and remote access and offers more flexible licensing models. Using in-house information management systems allows more physical control over your content and adds a few additional layers of security and granular control of permissions.
Enterprise Content Management software can be broken down into five major components: capture, manage, store, preserve and deliver. Each component of Enterprise Content Management plays a significant role in the content management process. Here are basic descriptions of each component:
Capture: Acquires and delivers data into digital form to help automate data entry tasks and reduce human error
Manage: Directs and connects data through collaboration and workflow tools to simplify indexing, retention, and purging.
Store: Stows and categorizes data using a repository, a library tool, and the hardware (servers, cloud-storage, or optical disks.)
Preserve: Data is backed up and sustained for long-term usage
Deliver: Approved users are provided with the data they need when they need it