Four Steps to Diagnosing Your Content Services Challenges

Are you charged with managing a variety of aging enterprise business systems for your organization? Content lives across all of these on-premises systems and is often duplicated or redundant across silos. You likely:

  • Access, monitor and govern an ever-growing mountain of business content on systems that fall short on user experience, responsiveness and connectivity
  • Juggle your time across document management, enterprise content management and business process management systems
  • Experience integration pain between older systems and newer services to solve multi-system problems like financial application processing, insurance claims processing and customer relationship management
  • Struggle to support line of business information retrieval, respond to inquiries, and apply governance policies
  • Feel stuck in a cycle of updating or patching and throwing money away on these outdated on-premises technologies
  • Know it’s time to modernize, but aren’t sure how

Are You On The Right Path?

A cloud-based solution can put you on the right path to consolidation, modernization, and agility. According to Gartner, “By 2020, 15 percent of enterprises will have dropped their traditional enterprise content management provider in favor of a provider that offers consumer-like content services.” This trend shows how traditional on-prem content management isn’t keeping pace and organizations are making a transition.

How can you best identify if now is the right time to consolidate and modernize your enterprise content management (ECM) platforms into a cloud service? Even more importantly, how can you determine the best solution?

These four steps will help uncover the answers and give you an idea on the best path forward for your business:

  1. Acknowledge the pain. Maybe everything is not perfect, but it’s working. Is “just getting by” acceptable, especially in large organizations or highly regulated business? Consider the consequences of not moving a cloud-based ECM transformation to the top of your business requirements. Disparate content silos make it difficult to find information, respond to inquiries, protect sensitive information, apply uniform governance policies or maintain systems efficiently. Then there are concerns around complex legal and regulatory requirements, customer demands, security pressure, storage needs and costs. Finally, there is the cost of maintaining and updating older legacy systems; some may no longer offer technical support. This process is a major initiative. You can’t compete in an information-driven market with aging status quo.
  2. Conduct a business analysis. Understanding the economics of retaining current platforms as opposed to modernizing and consolidating is a constructive exercise. It helps justify investment, dictate budget guidance and create a dialogue within the enterprise that focuses on the financial implications of moving to a cloud solution, along with an examination of the impact on human resources and technical requirements. This should be comprehensive and consider hard and soft dollar savings. What will it cost to maintain aging legacy systems? What is currently spent on storage, systems and infrastructure? How much time is spent trying to locate the proper information? Often, such an analysis reveals an enterprise’s modernization objectives while making the case to consolidate.
  3. Understand the opportunity costs. A business case analysis reveals answers to many important questions. What is the financial implication of continuing in the current state? What will the organization be unable to achieve because the current content silos or aging ECM systems make it impossible or cost prohibitive? What security risks may present themselves in a year, or ten years? What would be the impact of a security breach? What efficiencies are the enterprise putting at risk? Is your technical team optimized? Are reactive, urgent information management incidents derailing and distracting resources from strategic initiatives? Is the business able to find and share information as robustly as possible? Focusing on your core business – not the technology that supports it – is a path to greater success.
  4. Undertake a future state content assessment. Content generation is not slowing down. It is accelerating at an unimaginable pace. Can current systems identify both unmanaged, neglected or orphaned content as well as useful, actionable and critical data? Since content usage cases are specific to each organization, a future state assessment helps determine needs explicit to that organization. A candid, forward-looking view at an enterprise’s content ingestion is a straightforward way to help map what technology solutions will best manage storage needs, content access and customer demand.

Whether you categorize the content challenge as ECM or content services, the reality is the same – the practice of managing content is growing ever more complex. Moving your content to the cloud can be a game changer that provides agility, elasticity, and flexibility to future proof your content management.

OnPointe for Enterprise Applications

OnPointe for Enterprise Applications helps reduce costs and improve the efficiency of managing enterprise content held in both active and legacy enterprise business systems. Viewpointe’s managed services offering helps you modernize aged systems and infrastructure, enabling you to meet demands for better content management in a secure, private cloud environment. By modernizing and updating aging systems, OnPointe for Enterprise Applications provides a secure content service for improved efficiency, higher return on investment, reduced maintenance costs and active security protection. Through comprehensive lifecycle management and automation, OnPointe for Enterprise Applications helps meet governance policies, legal obligations and business goals while promoting lean, agile and compliant information management practices.

Get started by asking the right questions about the current state and chart your path to a much better cloud-based content service option.

By Deepti Harpale | November 26, 2018| Cloud , Content Services , Information Management , Managed Services , Modernization

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ABOUT THE AUTHOR

Deepti Harpale

Deepti Harpale has worked in Technology for more than 20 years with a focus on solving challenges in the Financial Services and Banking industry for the last 10 years. Leveraging her engineering graduate degree in Computer Science and Electronic Content Management Practitioner (ECMP) and Project Management Professional (PMP) certifications, Deepti is able to focus on the technical aspects as well as the big picture results to drive success. While her work life interests include emerging trends in Financial Technology and market trends, the weekends advance her culinary expertise and professionally recognized palate.

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