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The combination of a weak economy – which rationalize many to stay afloat – and difficult growing requirements of industry regulators for many in 2009. Those who have emerged from the rubble of crumbling profits, hoping to revive their results and success in this decade harder than ever to work, often with fewer resources. Although the economy is finally improving, the regulatory environment more challenging by a higher burden on businesses. Only those who survive a sensible use of limited resources.

Despite the recent unpredictability

in government, business and economy, one thing remains the same: respect, safety and cost management remain the subject of many companies. Appointed in many industries as the first three drivers of enterprise content management (ECM), they are stronger than ever are:

efficiency is reduced only possible in the economy of litigation TODAY ‘hui with an integrated compliance management, the risks effectively and avoid costly penalties. In a paper or mixed-media environment, it is almost impossible réaliser.La Compliance is only possible with strong internal controls and monitoring force, the security of documents, which governs access to information and how it can be used to manage. Entrusted with the supervision of human fallibility just means there will always be mistakes. Zero tolerance is to increase the penalties for non-compliance can financially manageable dévastateur.La security will focus only on companies in information if you have the necessary tools to hold all your information and for which it can be controlled and coordinated centrally. Even with a full complement, it is difficult. In a paper-based, it is impossible.

The solution? ECM.

ECM in 2010: Stronger, provides more Internet

ECM control and insight, you must manage your business sense, friendly and trusting. What is different this year? High-end solutions are more accessible and interoperable, affordable and intuitive, making it easier than ever to obtain, documents to govern coherently and to fulfill.

ECM is a mature technology. In the case of his capture, indexing, processing and archiving with efficient Web services (now the industry standard for integration, but not offered by all) coupled, companies benefit from the connectivity redefined. ECM connects the silos of critical information, you give an overview of your company, tools to work effectively, you must meet the consistency and the digital track to prove the power of regulation.

Toolbox from the ECM varies from one solution to another, it is important to know what you are looking for. The following tips will help you the best solution for your business.

1:

for a system that vision. Help you manage regulatory developments

Whether you are expensive by the mandates of HIPAA, SOX, Gramm-Leach-Bliley, FERPA, the Freedom of Information Act or other legislation, the administration directed to compliance. ECM allows you to find information, pursue the implementation of information management rules, changes the rules to reflect changes in regulations and ensure that they are followed. It removes the burden and cost optimized according to your rules implicitly -. Correctly, completely and consistently look like

… Web-based architecture, the IT staff the right to manage the system remotely, 24 / 7 permits and allows authorized persons to access, view, edit, search, and manage requests for information on where and when needed.

Feature … configurable set who can access and manage different types of documents (contracts, HR, accounts, etc.) and functions to achieve the individual (import, indexing, e-mail, etc..)

… centrally configured, managed and supported software. modular solutions typically require multiple configurations and are difficult to obtain. central configuration saves time and money.

… Process Management (BPM) and workflow components. BPM provides internal governance policies by establishing rules and exceptions to the routine processes (eg billing), which are followed, no doubt settle to eliminate human error. BPM as the best potential return on investment provides for a business, buy an ECM without BPM workflow component / short-sighted. Regulations are constantly changing, so make sure you choose the solution that allows you to make changes, so you can easily apply to new rules for flying.

Lifecycle Management functions

… to allow you time slots standard retention, backups, audit trails, data migration and destruction defined. File management across the entire life cycle of the document is an important element of compliance.

… detailed audit trails, compliance with the rules in response to demonstrate defined rules. Whether you want to requests for eDiscovery, Open Records, or to respond to requests for review, electronic discovery is much more profitable than the manual search files scattered. ECM, when the existing systems, line-ofbusiness software, e-mail and other digital repositories, produces comprehensive audit trails, built to reduce the risk of sanctions for noncompliance, and the time staff, significant savings. Make sure that your solution you need to know provides.

2 Ensure the security of the file

the position organizational hierarchies, rules, positions and safety changes should be stopped. ECM managed centrally, it is for administrators to change the rules simple: with a few clicks in one place, and all the features and functionality in it to follow the new rules. No need to rely on his perfect memory, recalls, registrations and passwords, and hopes for new employees to do things. ECM provides the right people have access to know what to do, and can handle their work. Organization are dictated followed -. If

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… the ability to lock the document types and document the specific terms for groups of users (personnel manager) and the role of employment (such as directors or managers).

… configurable, depending on authorization rights to you to determine who can retrieve, view, edit, comment, move characters, e-mail, delete or make documents, initiate workflows, etc.

… a centralized system, tamper proof repository to the accuracy, quality and integrity of the archived data.

… the ability to backup files to electronic form and enable fast recovery of information in the event of a catastrophe business.

3 Compliance (transactions) costs

In a paper or mixed media, requires compliance with drain limited human and financial resources. ensure process management, following approval hierarchies, updating duplicate information in multiple systems (such as contact information of the customer) and submission of documents properly, they later learned costs valuable time. Connect multiple software systems, re-keying data from one system to another, wading through customer data duplicated or contradictory, and the search for sufficient evidence or missing documents complement frustration. Are ill-equipped to meet the demand is very expensive. making mistakes, missing deadlines, in the absence of information on demand can financially devastating

ECM enables you to respond to the mandates cost by eliminating the tedious research related to speed up the process of removing the frequency of duplicate files and tasks , and to ensure that followed your rules of admission and treatment.

for a solution like this:

Documents … Index carefully so that employees can find with different needs and search methods they need.

… complete with industry-standard Web services to integrate. is sure that the functionality of the suite you choose fully subscribed in Web services so you can enjoy its features and functions in the software familiar to users. This reduces training time and costs. Also examine the costs of your provider for web service calls, if you charge for each record that you do, will be surprised how quickly it up

inserts

must pay. … Space for all phases of the life cycle of the document, document creation and capture by indexing, business process automation, document archiving, preservation and destruction.

… the information you need. Search search functions as diverse as economics, full-text and keyword search. If you are pre-loaded information, you can not afford to consume resources staff manually browse electronic files because your ECM system will not deliver what you offer. Configurable ECM that is great with full indexing and search, should respond to requests within seconds.

4 by staff

Clear vision, a solid plan and ECM premium will be accepted, not solve your business challenges unless the solution is fully embraced by IT staff and end users. See it as you assess the business needs. Do you understand their challenges on a daily basis, irrespective of where they stand in the hierarchy. Simplify and improve your current process before you start with ECM. For two IT and end users with more responsibility than ever are facing, the solution should make life easier every day.

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… a flexible user interface with menus, online help, documentation and user-friendly guide for end users.

… adjustable, movable windows and workspaces to honor the preferences of the individual steps and employees to maximize their productivity.

… Mid-log-on to exist for all the work, rather than sign up and start from any function of the scan, e-mail, the process of implementation, etc. are not valuable resources for staff to access ECM ineffective products to promote efficiency !

… a full range of features that are configurable in the middle, managed and supported. This eliminates the IT administration and reduce the need to connect for each application and make changes in content.

Considerations for ECM

cost of quality

Choose a high-end solution has never been cheaper than today, but make no mistake, your only criterion price. If you want to sacrifice quality, or select a solution that will not meet your needs as the economy recovers and grows your business, you can implement ECM start over with another provider in a few years. Solutions to today, you should serve well for a decade and beyond.

SaaS vs. vs. offer price replacement license

Hosted Services attractive financing options when you are short on cash, but often run the risk, to control the security and economic data, particularly if the supplier not to SaaS. License, but has full ownership of data and less risky, but also keeps a first cost estimate that some small companies make the investment.

Some providers offer subscription price and other solutions that protect the interests of your company, while the leap possible. Explore your options. Remember to enable objectives of economy, safety and compliance. Examine your options carefully. Your supplier must select and be prepared a financing solution that does not have to sacrifice on the health of your business.

2010: Prepare for the future

If you are looking for a way to streamline resources, disposal of waste and efficient use of your data to profitable operations, look, better security and consistent adherence is now ahead of time get with the ECM. The regulatory process is accelerating. Be ready when it happens.

choose wisely.

Compliance Program