Follow These Enterprise Content Management Best Practices

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You get data from everywhere. But it is through enterprise content management that you finally can procure some value. There are several types of data you curate, namely structured, unstructured, and semi-structured. The ones you collect and save can be used for business purposes using AI and ML. However, the responsibility to make sense of it all is huge. In this article at Architecture and Governance, Holt Hackney shares enterprise content management best practices to empower data usage.

Enterprise Content Management

Structured data comes pre-formatted, unlike unstructured and semi-structured counterparts. The structured type is also easier to store and utilize for analytics reporting. Meanwhile, unstructured data is difficult to format and heterogenous and comes in large and diverse volumes and formats. However, the ECM best practices apply to all of them. Here they are:

Best Practices for Effective Enterprise Content Management

You must centralize the database to maintain consistency in the content, the tools you use, and the standard formats.Set up data definition and data quality rules to ensure that you process data of the highest quality.The data you store in the content management system must be stored after thorough cleansing, enrichment, and verification. The author explains that doing so will improve data accuracy and resilience.A data dictionary will describe where specific data is stored and managed in the organization.The enterprise content management teams should secure data. They should encrypt it when archiving or migrating it, give access to authorized team members only, back up regularly, secure it behind a firewall, and have auditing processes in place.For a transition from one system to another, the ECM teams should use REST APIs.Build a good data mapping flow to review how the data is flowing in your organization across departments.Follow all the relevant rules and regulations for enterprise content management.Data retention varies based on the organization but must abide by the compliance guidelines established by data regulation bodies.An ECM should allow you to access data faster. So, establish SLAs and verify any changes done in the ECM scripts.

You can generate several reports from structured data from the ECM systems. For instance, AI-based analytics reports, sales trends, marketing statements, customer service reports, financial details, inventory statements, and supply chain reports. Though challenging, you can make reports from unstructured data, too. Text analytics, network analysis, topic modeling, sentiment analysis, and image and video analysis can help you cut through the noise.

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