Enterprise content management solutions have many features with the potential to improve the way your organization does its work. However, you wouldn’t purchase software solely because of any one of these capabilities. We've determined which capabilities matter most based on our experience with our customer base. Here’s why they should matter to you.
Data breaches at prominent companies in the news keep security in mind for all of us. Business security concerns encompass protecting customer data, confidential employee records, product information, and financial data.
ECM software should ensure that documents and data are captured, processed, stored securely, and protected against misuse or loss. The application should arm the organization with robust rights structure controls, which documents and data users can view, retrieve, edit, export, modify, and delete. This enforces confidentiality because the information is only accessible to authorized users. Defining access rights guarantees that documents cannot be changed without authorization and that changes and versions can be tracked.
Security if the ECM is in the cloud
Encryption provides next-level security for cloud-based software. All documents should be stored with AES, the encryption standard the US government uses, which uses documents with the highest secret clearance level. Communication encryption is also necessary. Internet traffic should be sent through TLS, HTTPS, and HSTS. This protects against protocol downgrade attacks and cookies.
Additional cybersecurity is provided by cloud platforms such as Amazon AWS. The platform’s multi-level security meets and exceeds industry standards. It is built with customized hardware, has security controls integrated into the hardware and firmware components, and added protections against threats such as a Distributed Denial-of-Service (DDoS) attack.
Capture capabilities, like Laserfiche Quickfields, automate scanning paper documents or importing electronic records into a document management system. They also automate data collection. Great capture solutions use custom or predefined business rules to control the flow of documents and data. They can import every file format from Microsoft Word to CAD drawings. Additionally, and critically, these solutions capture structured and unstructured data.
Laserfiche Quick Fields is a capture innovation that can identify the most valuable information on a document and convert it into highly structured, usable data. Intelligent Indexing automatically records the most important metadata from your scanned documents and suggests them as index entries. At the same time, the system learns with each process.
Web forms are a structured way to request data. Modern web forms simplify, improve, and accelerate data collection. Not only are they instantly available to anyone on any device, but forms provide structure to data so it can be used to automate information flow between systems. With Quick Fields, even those without access to your Laserfiche system can fill out the forms on any device and submit them. The data can then trigger business processes or be imported into other business-critical programs, such as your ERP or CRM software.
But wait…there’s more!
Stay tuned for the next post, where we’ll reveal the final three functionalities critical to enterprise-class ECM.