1. Enterprise file synchronisation and sharing (EFSS)
EFSS is the most basic and affordable type of system that lets you synchronise, store, and share documents, images, and videos — across devices. Some solutions also let you collaborate on documents and track different versions. But, the simplicity of EFSS is not without its limitations: EFSS gives you limited —if any— control over workflows.
EFSS can be both software and cloud-based, allowing you to save and share files locally and also in a private cloud. Indeed many companies prefer the latter option due to the security risks of the public cloud. Typical examples of cloud-based EFSS solutions include Dropbox, Google Drive, Microsoft OneDrive, and Box.
2. Enterprise content management (ECM)
ECM is a blanket term used for DMS and workflow automation technologies. Common capabilities of an ECM system include information automation, imaging, managing documents, digital workflow, web content management, and social content management.
These systems are more attuned to the procedures and processes in an organisation, and how to manage content to achieve business goals. They help companies collect, store, organise, access and share information with those who need it. More importantly, these systems are deeply embedded in a companies IT infrastructure, with a focus on improving workflows and automating processes.
However, many ECM systems today remain large, complicated and expensive, offering “one-size-fits” all solutions that don’t work for you and your specific processes. It’s for that reason they’re generally suited for Fortune 500 Companies.
3. Modern content services
Gartner defines content services as follows:
“Content services are a set of services and microservices, embodied either as an integrated product suite or as separate applications that share common APIs and repositories, to exploit diverse content types and to serve multiple constituencies and numerous use cases across an organisation.
Simply put, content services consist of an ecosystem of smaller purpose-built systems or applications. Content service platforms have their own repository and can also easily connect with other applications through an API.
Modern content services are an ideal middle-ground between the two previous tiers: They’re affordable while providing customised solutions to help you improve specific processes. An example would be DocuWare Kinetic Solutions for employee engagement and invoice processing.
Extra benefits of content services include the ability to meet changing compliance while remaining scalable. But, explaining content services wouldn’t be complete without understanding the evolution of ECM — this evolution led to what we now call “content services.”
The evolution of ECM to content services
ECM systems evolved from these, complex, one-size fits all systems into what we now call content services. This evolution consisted of a shift from old, on-premises systems, to new cloud-based systems that are mobile friendly, and focus on interoperability.
This natural shift led to Gartner issuing a statement saying, “ECM is dead,” and is now replaced by "content services." Some aren’t happy and say that Gartner had no right to take it upon themselves to rename ECM, and all that matters is how customers use it.
Regardless content services
are here to stay and will amplify the benefits you get from DMS.