Your university may or may not have a strategy for managing content, the unstructured information streaming in and out of all areas of your campus on a daily basis. It’s likely you at least have a partial strategy where one or more of your departments is capturing and storing some type of unstructured information for later retrieval.
In a world where the use of digital channels is enabling organizations to synthesize large amounts of information in seconds, universities are making it a top priority to gain control of that rogue 80%, which is the approximate amount of unstructured information slipping through the cracks. This information is not easily accessible because it is scattered and isolated in departmental or personal file systems. This is the information employees need to do their jobs.
Content management services and software technologies have adapted to changing business environments so quickly over the past ten years, it is difficult to keep up with where the capabilities lie today. The following are five mistaken beliefs about content management and the facts that dispel those beliefs.
5. Content management is mostly beneficial for scanning and archiving documents.
Content management covers the lifecycle of information from creation and publication to archival and eventual disposal. One of the largest benefits of content management is enabling workflow automation. A perfect example is when someone in your organization wants to buy something. The individual begins to create documentation such as pricing research, correspondence, a requisition, purchase order, invoice and a contract to name a few. With workflow automation, these supporting documents are captured, routed and accessed interdepartmentally for approval, payment and auditing. Transactions are processed in hours or days instead of weeks.