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Introduction and definition
The Enterprise Content Management System or ECMS is a formal means of storing and managing the documents of an organization and also other content that is related to the various processes of the organization. This term includes methods, tools and strategies to be used throughout the content's life cycle. The ECMS particularly includes difficult challenges involved in preserving and using a company's internal information in all the different forms. So, almost all ECMS solutions concentrate on Business to Employee systems.
The ECMS was first defined in the year 2000 by AIIM International which is a worldwide association for ECM. The definition was later refined many times to encompass the increasing scope and significance of information management. The latest definition in 2008 is: ECM is methods, tools and strategies used for managing, preserving, storing, capturing and delivering documents and content that is related to the organizational processes. The ECM strategies and tools let the management of an organization have unstructured info, wherever that info exists. This definition includes other areas which were conventionally addressed by document management and records management systems.
History
The ECM has evolved over the years and newer components have arisen. As an example, when the information is checked in and out, every use creates new metadata about the info automatically. ECM solutions can give intranet services to the employees (B2E) and may also include the portals for B2B, B2G and G2B.
The earlier EDMS typically deployed a workflow and imaging system at a smaller scale maybe related to a single department. It was for improving the paper intensive processes and a move towards the hypothetical "paperless office".
The EDMS industry grew rapidly through the 1990's. Later, the movement of software industry towards the integrated EDMS solutions just reflected a common trend. Microsoft and the Oracle Corporation joined the established leaders to enter the value market segment of ECMS.
Characteristics of ECM
The ECM is utilized to overcome restrictions of older island architectures and vertical applications. The users are fundamentally unaware of utilizing the ECM solutions. ECM provides the necessary infrastructure for the latest web based IT.
ECM can be used for managing information without considering the intended use or the source. This service can be used in all types of applications. This concept has the advantage that there is a service available for all functionalities.
ECM may be used as content warehouse combining the company data into a repository having uniform structure. Issues related to information consistency such as redundancy are eliminated.
ECM works at its best when it is invisible to the users.
ECM Components
The ECMS combines all the components that may also be used as standalone systems without being included in a companywide system. The ECM components first defined by AIIM are capture, manage, store, preserve and lastly deliver.
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