Organisations have intellectual capital in the form of information that is dispersed throughout the organisation. This information is duplicated, lost and difficult to manage and control. Organisations may be vulnerable if certain sensitive information is misplaced, lost or made available to unauthorised people. Enterprise Content Management (ECM) provides solutions to resolve these issues by providing mechanisms for organisations to store, retrieve, manage and control all the content that exists in the organisation.
ECM enables organisations to better manage risks when complying with regulations, such as Consumer Protection Act (CPA), National Credit Act (NCA), Companies Act, Sarbanes-Oxley, SASRIA Regulations, Financial and Advisory Intermediary Services Act. An ECM solution provides the capability for the organisation to automatically manage and control certain activities that need to be done by a certain time. ECM enables the organisation to have good governance by ensuring that the execution of processes follow proper rules, policies and procedures and that the electronic and paper content is stored, retained and destroyed when required
Ovations has delivered value to many leading companies through our ECM strategy development and ECM implementations. Ovations view ECM as an overall solution for organisations to firstly manage their intellectual assets which exists of unstructured information, semi-structured information and business processes, and secondly to provide collaboration software that helps individuals, teams and organisations to work effectively together in achieving their desired goals.
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Our Approach
The Ovations approach is to provide ECM solutions that manage the organisation’s content and which satisfy business objectives and needs.
Ovation’s enterprise content management framework is the process of determining the ECM maturity levels, determining the ECM strategy, taking information and requirements about content, documents, metadata, users, securities, processes, storage, archiving, auditing that is used in organisations and modeling it into a structure that forms the basis for the Enterprise Content Management System. The enterprise content framework is based on the incoming, internally generated and outgoing content that is identified in the business and the functional requirements around that content.
Our Offerings
Specific Enterprise Content Management offerings include:
- ECM maturity assessments: Perform assessment on ECM maturity from organisation (people, business and IT expertise, business processes, business alignment), information (content, metadata, governance, lifecycle management, flexibility, re-use) and technology (capability, ownership, infrastructure, security, usability) perspectives
- ECM strategy development: Assist our client to determine the future direction of ECM within the organisation, i.e. the content strategy (electronic, physical and paper), taxonomy design, content security strategy, technology strategy, storage strategy, input and output handling, document management etc
- Records Management strategy and design: Assist our client to determine the governance of their records within the organisation, i.e. define the records lifecycle, classify records, determine record policies and procedures, define retention and disposition policies, and design record policies, procedures and retention schedules
- Digitisation services: provide services for the conversion of physical records into electronic documents, and the storage and retrieval of these electronic documents
- Enterprise Content Management Suites (ECMS) implementation and integration: We have partnerships with leading software vendors and assist with the design, implementation and roll-out of these solutions
- ECM governance design and implementation: We assist our client to design the governance body that need to take ownership for managing the content for the organisation.
- Content driven workflow design and implementation (refer to BPM offering)
- ECM change enablement: All necessary change management and organisation design support that is inherited with an ECM implementation (refer to CM and OD offerings).
The outcomes of enterprise content management solutions include the following benefits:
- Service Improvement by having information available
- Better management of content throughout the enterprise
- Providing accuracy and availability of information to enable improved process turn–around times
- Increasing the productivity of people who work with documents
- More efficient and effective method to retrieve and store content
- Reduced need for documents printing, copying and faxing
- Ensuring compliance with both external and internal regulation, and reducing document-related risk
- Protection of confidential information