Brian DeWyer, the CTO and Co-Founder of Reveille Software, summarizes how intelligent document processing (IDP) is changing business workflows across departments. This article originally appeared in Insight Jam, an enterprise IT community that enables human conversation on AI.

The digital era has significantly evolved our ability to create and store content. Today, businesses are choking on terabits of information, which is the new gold. But just like traditional gold, it must be mined and carefully monitored to ensure adequate storage, instant access, and layered security. The need for intense monitoring has morphed into a physical process of Intelligent Data Processing (IDP).  

Emails, social media posts, Word documents, images, videos, audio files, and surveillance footage are several examples of content flooding storage devices. Although its value is immeasurable, most data remains unstructured. Although the volume of unstructured data is overwhelming, IDP helps organizations with data extraction, classification, and analysis.  

IDP turns structured and unstructured content chaos into accurate processes by using artificial intelligence (AI) and machine learning to automatically extract, categorize, and organize all that data without straining the limits of human capabilities.   

IDP Origins 

The roots of IDP go back to the early 1900s when Optical Character Recognition (OCR) was first developed. OCR began by translating text into sound for people with visual impairments. It then evolved to translate written characters into telegraph code, which evolved into digital credit card and barcode systems. The first volume capable of OCR systems appeared in the 1960s and 1970s, designed for specific applications like mail sorting based on zip codes or reading handwritten numbers. Then, OCR was used to digitize historical archives such as newspapers; when it entered the cloud, it became a tool accessible from desktops and mobile devices.  

Now, artificial intelligence, machine learning, natural language processing, and sophisticated computer vision have transformed OCR into IDP and enabled it to take over the tasks associated with document classification and data capture functions entirely. Modern IDP systems can transform unstructured data into usable formats with speed and accuracy while learning from each interaction to improve processing accuracy. In retail banking, for example, IDP streamlines the handling of customer-related documents like account opening forms and identity verifications. With IDP, banks can automatically extract data from these documents, regardless of format or quality; this speeds up decision-making and reduces errors associated with manual data entry. 

The IDP Process 

But how does IDP do it? Here’s how the process unfolds: 

1. IDP recognizes and categorizes documents, such as invoices, emails, or forms. It then facilitates using tailored rules and extraction methods for more precise and efficient data processing.  
2. Once documents are classified, the IDP extracts the needed information such as dates, names, and amounts. For example, it can extract the due date, vendor name, and total amount due from an invoice. 
3. After extraction, IDP validates data, enhancing accuracy. This process reduces manual checks, ensuring data reliability and seamless integration into existing workflows. 
4. IDP systems facilitate continuous learning through user interactions and feedback. User analytics is crucial for analyzing usage patterns and benchmarks. It helps organizations refine data processing strategies and align the system with changing business requirements. 
5. IDP systems track processing time, error rates, and throughput volumes. The insights gained help identify bottlenecks, improve workflows, and enable organizations to make data-driven decisions.  
6. Deploy focused observability and monitoring of IDP applications, processes, and systems for comprehensive IDP management. 

Behind IDP’s Technology 

There are several core technologies behind IDP. There is no ‘one size fits all’ as multiple technologies exist to support different unstructured data processing requirements. 

1. Optical Character Recognition (OCR) converts images of text from scanned documents and photos into machine-encoded text. 
2. Machine Learning (ML) enhances IDP systems by enabling them to learn from data inputs and corrections. ML algorithms can identify patterns and anomalies.  
3. Natural Language Processing (NLP) allows IDP systems to interpret the data and the semantics of information.  
4. Deep learning, a specialized ML technique, uses layers of algorithms called artificial neural networks to further enhance document processing capabilities. 
5. Generative AI can generate summaries and derive actionable insights from unstructured data, further enhancing IDP’s capabilities. 
6. Computer Vision helps recognize and interpret visual elements within documents, such as logos, stamps, and handwritten notes. 
7. Robotic Process Automation (RPA) automates repetitive tasks, such as data entry, sending notifications, and updating records, without human intervention.  

The IDP Benefits 

The following are the benefits associated with IDP: 

• IDP streamlines operations and enhances data management across sectors. Automating the extraction and processing of data streamlines workflows and cuts down on manual labor. IDP improves productivity and optimizes resource allocation across the organization.
• IDP enables rapid data processing and quick accessibility, providing faster access to data and helping organizations make swift decisions. Companies can maintain a competitive edge by staying responsive to market changes and customer needs.
• Reducing the reliance on manual document handling serves two benefits: it decreases labor costs and minimizes the occurrence of errors. Both help prevent financial losses associated with data mishandling and reduce the workload of correcting such mistakes.
• IDP can seamlessly integrate with existing systems, which allows for the automation of complex processes at an enterprise scale. This automation ensures data consistency and enhances quality across various operations, boosting reliability and compliance within the organization. 
• IDP’s efficient data processing allows quick responses to customer queries and ensures accurate request handling. This process improves customer interactions and satisfaction, which fosters loyalty and increases a business’s reputation.  
• IDP systems can adapt to increased workloads without requiring additional resources. Such scalability supports business growth, enabling companies to expand their operations while managing the larger data sets that come with scaling. 

IDP Penetration: From Banking to HR 

The insurance industry is revolutionizing claims processing by automating the extraction and analysis of data from claims forms and related documents. This has reduced processing times, boosted accuracy, expedited claim resolutions, and elevated customer satisfaction. IDP’s ability to detect patterns and anomalies has also helped insurers strengthen their fraud detection efforts. 

In banking and financial institutions, IDP accelerates customer onboarding processes. By automatically extracting data from ID proofs, application forms, and other documents, IDP speeds up the verification process, reduces errors, and improves compliance with regulatory mandates. This results in a more efficient onboarding experience that enhances customer satisfaction. 

IDP streamlines the management of shipping documents, invoices, and freight bills within logistics. It automates data capture from various forms and documents, enabling quicker invoice processing and reducing discrepancies. This efficiency improves supply chain visibility, enhances tracking accuracy, and reduces bottlenecks, resulting in more reliable and faster deliveries. 

HR departments can automate the processing of employee documents, such as legal documents, resumes, onboarding paperwork, and all the forms that come with benefit packages. This process speeds up hiring, improves records management, and ensures compliance with regulations. It also allows HR professionals more time to focus on tasks like talent management and employee engagement rather than toiling away at data entry work. 

Conclusion 

The future of IDP is auspicious and expected to become more sophisticated. Fortune Business Insights states, “The global Intelligent Document Processing market size was valued at USD 5.89 billion in 2023. The market is projected to grow from USD 7.89 billion in 2024 to USD 66.68 billion by 2032, exhibiting a CAGR of 30.6 percent during the forecast period.” 

Artificial intelligence will continue to evolve, impacting IDP’s ability to process complex documents and provide deeper insights into extraction, classification, ingestion, and validation. Because digital transformation is a process, not a goal, IDP will always be essential for automating and streamlining document processes. Five-year calculators, such as the Intelligent Data Processing Community’s calculator, can determine the return on investment (ROI) from using IDP.  

All industries, from banking to HR, need the right tools to process information accurately with as little human intervention as possible. Intelligent Document Processing (IDP) virtually eliminates the paralysis by analysis syndrome, which has hampered the operational efficiencies of document-driven processes with human errors for decades. IDP’s future as a valued business tool shines as brightly as a gold nugget in a clear-water stream. Organizations that embrace these nuggets will prosper faster than those that retain outdated data procedures and workflows. 

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Lindsay Sterrett, the Vice President of Product Marketing for Content Services at OpenText, explains how artificial intelligence (AI) is changing enterprise information systems and content management. This article originally appeared in Insight Jam, an enterprise IT community that enables human conversation on AI.

Enterprise content management has undergone significant transformation in recent years. What began as simple document storage has evolved into sophisticated systems that can analyze, categorize, and extract value from information across organizations. With the integration of artificial intelligence, we’re witnessing perhaps the most important evolution in how businesses manage their information assets.

The Current State of AI Adoption in Content Management 

Research from Foundry, surveying IT decision-makers at major U.S. enterprises, reveals that 70 percent of organizations are already implementing or significantly investing in AI technology for content management. This isn’t surprising, considering the volume and complexity of information that today’s enterprises must manage effectively.

The rapid adoption reflects a growing recognition that traditional content management approaches are insufficient for modern business needs. As information volumes grow exponentially, organizations require more intelligent systems to extract value from their content assets.

Breaking Down the Benefits of AI Content Management

The integration of AI into content management systems (AI content management) offers several distinct advantages:

1. Enhanced Productivity: 42 percent of surveyed organizations cite increased productivity as a primary benefit. AI-powered systems can automate tasks such as document classification, metadata tagging, and information retrieval, freeing knowledge workers to focus on higher-value activities.
2. Data-Driven Decision Making: 40 percent of respondents highlighted improved decision-making capabilities. By analyzing patterns across large document repositories, AI can surface insights that might otherwise remain hidden, enabling leaders to make more informed strategic choices.
3. Content Performance Optimization: Another 40 percent of organizations value AI’s ability to optimize content performance. This includes identifying the most frequently accessed content, its use, and where information gaps exist.
4. Security and Compliance: 37 percent of enterprises appreciate AI’s contribution to content security and compliance. Advanced algorithms can identify sensitive information, flag potential compliance issues, and help enforce governance policies at scale.
5. Cross-Repository Insights: 30 percent of organizations benefit from AI’s ability to provide insights across multiple repositories. This is particularly valuable for enterprises with fragmented information landscapes from mergers, acquisitions, or organic growth.

AI Content Assistants represent one of the most promising applications in this space. These tools provide knowledge workers a simple way to interact with enterprise information, quickly finding, understanding, and utilizing content from multiple repositories and formats. By leveraging Retrieval Augmented Generation (RAG), AI content assistants deliver secure, accurate responses with linked citations to relevant documents, ensuring users gain contextualized insights exactly when needed.

The Challenge of Digital Friction

One of the most compelling reasons for AI adoption is addressing what experts call “digital friction”—the unnecessary effort employees expend to locate, access, and use information needed to perform their jobs. This friction represents a significant productivity drain across organizations.

AI-powered content management directly addresses this challenge by:

• Providing natural language search capabilities
• Anticipating user information needs based on role and context
• Automatically summarizing lengthy documents
• Connecting related information across disparate systems

Future Directions for AI Content Management

Looking ahead, organizations have clear expectations for how AI will transform content management over the next three years:

• 59 percent anticipate business process automation as the most relevant use case
• 39 percent expect more intuitive, personalized user experiences
• 39 percent look forward to more effective content discovery capabilities

Implementation Considerations

For organizations considering AI-powered content management solutions, three factors emerge as critically important:

1. Integration capabilities: The ability to work seamlessly with existing enterprise systems
2. Flexible model support: Adaptability to specific business needs and use cases
3. Multimodal AI capabilities: Support for diverse content types beyond just text

Conclusion

Integrating AI into content management represents a fundamental shift in how organizations view and leverage their information assets. Rather than seeing content as a static resource to be stored and retrieved, AI enables enterprises to treat information as a dynamic, continuously valuable asset that actively contributes to business success.

As AI technologies mature, we can expect even more sophisticated applications that further reduce digital friction, enhance knowledge sharing, and unlock new forms of business value from enterprise content. Organizations that successfully implement these technologies will likely gain significant competitive advantages through improved productivity, better decision-making, and more effective use of their information resources.

The post The Evolution of Content Management: How AI is Transforming Enterprise Information Systems appeared first on Best Content Services Platforms‎, Software and Content Management ECM Vendors.

Brian DeWyer, the CTO and Co-Founder of Reveille Software, explains six of the most significant components of modern intelligent automation management and observability and how they go beyond basic monitoring use cases. This article originally appeared in Insight Jam, an enterprise IT community that enables human conversation on AI.

Remote work has become the norm, and despite back-to-the-office mandates and some pushback, increases in some levels of remote work are expected. Nearly 70 percent of the work in the tech industry is now done remotely. The omnichannel nature of applications is a productivity boon. Still, the output from all this progress needs to be observed and managed for availability and efficiency—this is where intelligent automation solutions built upon separate Intelligent Document Processing (IDP), Enterprise Content Management (ECM), RPA (robotic process automation), and Content Services Platform (CSP) components come in.

Intelligent automation solutions allow workers to access content remotely, but these systems can’t function without oversight. The best way to provide secure and efficient access is to adopt observability solutions rather than having a round-the-clock IT team perform this function. Intelligent Automation management and monitoring tools are the best solution for overcoming any challenges concerning remote work and meeting availability requirements.

This article will examine why intelligent automation requires observability and monitoring and which components need attention most. Monitoring is a reactive, static process that involves collecting data on intelligent automation components to determine if they are in a ‘good’ or ‘bad’ state. Observability is a proactive lens that looks at the intelligent automated solution as a whole. A lens perspective considers inputs, outputs, and actions—not just the technology stack. This then allows AI machine learning to identify new questions and fresh insights.

Intelligent Automation Observability and  Monitoring

How the intelligent automation system performs, its security aspects, and the availability of information (data) requires observing, analyzing, and managing the intelligent automation software. This process involves observing system uptime, resource utilization, user activity, data integrity, and compliance adherence.

The goal is to ensure seamless business operations and user experiences. To achieve this, potential issues compromising optimal performance must be identified. It is crucial to get ahead of anomalies or failures. Response times, throughput, error rates, storage usage, and security events are all aspects of application monitoring that will maintain the system’s reliability, security, and efficiency.

Intelligent automation observability tools provide multiple benefits, including:

• Notification of issues at their earliest point
• Complete Intelligent Automation visibility and infrastructure monitoring
• 24/7 monitoring without any agents
• Saving time by automating tasks such as system restart
• Preventing downtime and significant issues like data theft
• Reducing the number of workers required

A Data Goldmine

The data collected via application monitoring can be critical. An observability solution may provide insight into capacity planning, optimal resource allocation, license management, and maintaining content security. Without this insight, moving any organization forward would be difficult.

Core Components

The core components which can be observed to identify and proactively resolve issues are the following:

1. Performance

The intelligent automation system’s time to respond to user requests can be monitored. The rate at which the system processes content-related tasks (throughput) is crucial. Insight into system resources such as CPU, memory, disk I/O, and network bandwidth is key to keeping the documents flowing. Scalability can also be determined by understanding how the system handles growing content volumes and user loads, and errors and failures can be tracked. In addition, the speed and accuracy of content indexing and search operations can also be assessed.

2. Application Availability

Continuous access to intelligent automation software’s cloud environment or on-premise solution must be maintained. This includes observing system uptime, availability, and responsiveness. Observability allows organizations to track server availability, network connectivity, database responsiveness, and application health. It can also check the intelligent automation application’s availability and performance, which provides the data necessary to alert administrators to anomalies or failures. The intelligent automation management dashboard gives a holistic view of issues that need attention. The result is that high application availability in intelligent automation can be ensured, resulting in reduced downtime, maximized productivity, and a desired seamless user experience.

3. Content Access and Usage 

Tracking how users interact with content includes monitoring who accesses which content, when they access it, and how they use it. Insights from this enable organizations to understand where issues arise by correlating user data, intelligent automation data, and infrastructure, identifying popular or critical content, and ensuring compliance with security and regulatory policies. Unusual or unauthorized access patterns can be detected, and these tools can automatically deny access when a certain threshold is hit. As a bonus, they generate an audit report for compliance.

4. Security and Compliance

The content stored and managed within the intelligent automation system must adhere to security protocols and regulatory requirements. To ensure this, you must monitor access controls, implement encryption measures, and keep audit trails. Monitoring can aid with HIPAA, GDPR, SOX compliance, and other industry standards. For example, access to sensitive financial documents can be monitored to ensure that only authorized personnel can view or modify them. Automated tools can detect unauthorized access attempts and policy violations.

5. Resource Utilization

It is essential to track the allocation and consumption of computing resources. CPU usage, memory usage, disk capacity, and network bandwidth can all be tracked. These areas help identify how servers handle processed and stored content volume. With this information, administrators can determine when there are spikes during peak usage times, allowing them to optimize workflows. Observability can also help organizations understand user levels, session counts, and transaction performance levels so they can use their resources effectively.

6. Integration and API

Seamless communication and interoperability between the intelligent automation system and other applications and services through APIs are needed. Observability can ensure that data exchange and workflows remain uninterrupted. For example, intelligent automation integration with case management software in a legal firm gives lawyers access to relevant documents directly from their case files. Tracking data transmission, response times and error rates are all part of the monitoring process. Updates or changes to APIs can be assessed so that they do not disrupt intelligent automation functions or compromise data integrity. Intelligent automation monitoring can avoid system changes and ensure connections with different tools and platforms.

Conclusion

Assessing the usability, accessibility, and satisfaction of users interacting with the intelligent automation system can be highly valuable. This process involves tracking various metrics, including response times, page load times, search efficiency, and ease of navigation. It could also include analyzing how quickly employees can locate and retrieve documents.

When accessing information, the goal is minimal friction. Monitoring tools help assess user activity so that pain points and areas for improvement in the intelligent automation interface can be identified. The result is that organizations can optimize user experience, enhance employee productivity, streamline workflows, and increase user satisfaction.

Intelligent automation application monitoring is a competitive advantage in today’s world. It helps maintain security standards while managing intelligent automation performance, delivering speed and ease, optimization, and regulatory compliance. Businesses can proactively identify and address potential issues by leveraging advanced intelligent automation monitoring capabilities, ensuring seamless content management operations.

No one wants a customer to leave because they get frustrated interacting with an application, nor does anyone want to compromise the sensitivity of the data contained in the intelligent automation system. Monitoring will help ensure that all interactions are satisfactory and secure, that scalability is doable, and any issues that jeopardize the functionality and integrity of the system will be identified promptly and dealt with swiftly.

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Conga’s Tom Cowen offers insights on leveraging technology for optimal patient outcomes. This article originally appeared on Solutions Review’s Insight Jam, an enterprise IT community enabling the human conversation on AI.

Although more than four years out from the initial onset of the COVID-19 pandemic, the U.S. healthcare system continues to grapple with and respond to unprecedented challenges resulting from various post-pandemic factors, such as persisting staffing shortages – estimated to reach 10 million by 2030 – and rising inflation that impacts every aspect of healthcare including medical equipment, pharmaceuticals, rent, maintenance, labor, and more.

The pressures on the healthcare system also extend to interrelated challenges in patient care and engagement, particularly surrounding three key areas, or the three As: Patient Access, Affordability, and Adherence. These all contribute to poorer patient outcomes caused by a delay in or lack of access to care, heightened financial burdens associated with necessary treatments, and suboptimal patient usage.

Yet the technologies of today present a huge opportunity for leaders of the healthcare industry to adapt and innovate accordingly, and Patient Access teams at Life Sciences (Pharmaceutical and Medical Device) companies have taken the lead in doing so to provide exceptional patient care. These Patient Access or Experience solutions are now being implemented at dozens of life sciences companies.

By leveraging the right tools and partners correctly, life sciences leaders worldwide can work to overcome these three key patient challenges to enhance patient care and drive optimal patient outcomes.

Increase Access to Care Through Streamlined Patient Experiences

Despite the explosive uptick in the availability of virtual healthcare services in recent years post-pandemic, many pharmaceutical manufacturers still face widespread disparities in equitable patient access in underserved, elderly, and third-world communities due to individuals’ insurance plans, socioeconomic status, and geographic location, which affects both the ability to make in-person and telehealth appointments, due to a lack of broadband access.

Trends in healthcare delivery and the rising wave of cell and gene-based therapies suggest that patient care will be delivered through increasingly specialized and personalized forms of treatment, requiring a deeper understanding of, access to, and involvement with patients than ever before.

For manufacturers of specialty drugs to overcome these challenges and help meet patients where they are, requires streamlined, timely, and secure interactions between patients, providers, and payers. Achieving these higher levels of patient-centricity necessitates improved internal coordination across departments by utilizing a single, secure platform for communication. This solution should also have document generation capabilities available that create and process important documents quickly and accurately such as prior authorization forms or letters of medical need, and auto-generate simple contracts like NDAs and patient intake forms, to speed up signatures and approvals, accelerating access to care.

Leveraging such a solution will be particularly beneficial to patients with chronic conditions or those prescribed specialty drugs as their treatment plans require more attentive specialty care. As a result, providers are enabled to focus more on providing care to patients with urgency as opposed to getting caught up in the prerequisite processes to provide that care.

Improving Affordability of Care

Where low-income patients are struggling to pay for drugs and medical devices when not covered by insurance, ongoing affordability issues of drugs continue to worsen, especially for those with chronic conditions where therapies are often taken multiple times a day for decades. Insulin is one such example, where our politicians are publicly arguing over who lowered the cost of insulin. While the government came to the rescue for diabetics, there remain millions of patients with chronic conditions struggling to fund their daily dose.

Further showcasing the need for more affordable care and treatment, a Wall Street Journal article reported that multimillion-dollar drugs in the cell and gene-based category are now a potential financial burden on the patients who are prescribed them.

To help patients overcome financial barriers to receiving care, life sciences manufacturers must leverage a connected technology solution that allows patients, payers, and providers to secure financial assistance forms, promotions, and coupons for their patients. While these affordability methods provide enough aid for many common pharmaceuticals and devices, other methods must be explored for high-priced drugs. This need will only grow as cell and gene-based therapies are approved, with 2,000 in late-phase trials. Together, payers and manufacturers are exploring outcomes-based pricing to ensure payment is made as efficacy is proven.

Leveraging Data Insights to Minimize Patient Non-Adherence

Each year in the United States, patient non-adherence can account for up to 50 percent of treatment failures, around 125,000 deaths, 500 billion dollars, and up to 25% of hospitalizations, so it’s critical pharmaceutical companies understand their role in helping to minimize these metrics and optimize adherence to care.

Through data-centric connected technology solutions that offer greater access to patients and providers, pharmaceutical companies can realize ongoing patient touchpoints throughout the patient journey, leverage insights to uncover patients’ reasons for non-adherence, and react accordingly. For instance, a patient may have difficulties adhering to the complexities of taking a certain medication such as how often and what dosage, or they may stop taking medication altogether because they no longer have a pharmacy nearby or are experiencing side effects. Once they have this data, pharmaceutical companies can leverage it to build journey and experience-based documents, allowing them to better track and manage patient adherence throughout their treatment.

Achieving access to timely, detailed data on a patient’s care and medication is essential to understanding how the patient’s treatment cycle is going following their initial service date and particularly at moments in time where patient behavior is most likely to waver. That way, healthcare providers and pharmaceutical companies can use this information to provide timely and accurate support that helps patients overcome any pain points they’re experiencing in their recovery process or medication intake, ultimately achieving patient adherence.

Data-driven technology allows patient access teams an easy-to-use forum to communicate with patients and their providers quickly and directly, ultimately encouraging patients to continue their treatment towards better health outcomes. Adherence rates of 80 percent or more are necessary for optimal therapeutic outcomes, and adherence to most chronic medications is about 50 percent on average – further evidence of the compelling need for attentive and ongoing adherence support.

Driving Better Patient Outcomes 

Overcoming the obstacles of achieving patient access to care that they are adherent to, and at affordable prices, is best supported when pharmaceutical companies leverage technology solutions that connect the payer, provider, and patients.

By tapping into document generation capabilities and data-driven insights, pharmaceutical companies are empowered to ensure exceptional patient experiences such as helping patients access care and maximize adherence for optimal treatment outcomes. Streamlining processes required to provide care with technology also frees up bandwidth to spend more time on providing direct care as opposed to being bogged down with more administrative tasks.

The changing dynamics of the life sciences sector are motivating life sciences manufacturers to rethink their operations by streamlining processes, reducing costs, and improving customer communication. By effectively leveraging technology to achieve these operational goals and connect patients, payers, and providers, life sciences companies can provide equitable access to innovative treatments, address affordability concerns, and tackle non-adherence to medication regimens to drive optimal health outcomes for patients.

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The editors at Solutions Review have compiled the following list to help companies educate themselves on what to consider before updating their content management system (CMS).

A Content Management System (CMS) is a solution designed to provide companies with a platform for creating, managing, and publishing digital content, including text, images, videos, and audio files. A well-maintained CMS ensures optimal performance, security, and user experience. However, when it’s time to update your CMS with a new solution or model, it can be challenging to know where to start, what questions to ask, and what your team will need to know before the implementation begins.

With that in mind, the Solutions Review editors have compiled a list of things worth considering when preparing to update a CMS.

What to Consider When Updating a Content Management System (CMS)

1) Back Up Your Website

Before embarking on any CMS update, your company must perform a comprehensive backup of its website, including its internal files, associated database, and any additional information attached to it. If anything were to go wrong during the update process, as unlikely as that is, having a recent backup will allow your team to revert to the previous state of the website. This will minimize potential downtime and data loss and give your team the time to investigate the issue and ensure it won’t happen again.

2) Review Compatibility to Ensure a Seamless Transition

Compatibility is a paramount factor to consider when updating a CMS. Current website components like themes, plug-ins, and any custom code will need to be checked for compatibility with the new CMS, as any incompatibilities can cause broken features or, in more extreme cases, even website outages. Reviewing for compatibility should involve the following steps:

• Check the official documentation from the CMS provider to ensure your server environment meets the necessary specifications.
• Review the plug-ins or extensions currently integrated into your website to see if they are compatible with the new CMS and, if not, what steps you should take to address that.
• Verify that the new CMS can seamlessly interact with your current database, minimizing the need for extensive data migration or restructuring.
• Confirm that any third-party services (e.g., payment gateways, social media integrations, analytics tools) your website uses will remain functional with the new CMS.

3) Understand New Features and Changes

A new CMS will inevitably introduce users to new features and updates designed to improve the system. However, users will need to learn how to utilize these features, so make sure your team is given time to experiment with the updated functionalities. This will empower your team to fully embrace the new tools, interfaces, and security enhancements.

4) Check for Security Updates

Security is a paramount concern in the digital age, and updating your CMS is a primary defense against potential threats. During the software selection and implementation, ensure the solution includes the latest security updates and enhancements. Cybersecurity threats are dynamic and ever-evolving, and having a secure CMS will make it much easier to reliably safeguard your website and user data. Additionally, make it a habit to regularly monitor security announcements from the CMS provider, which will help your team stay informed about potential risks and vulnerabilities that may arise.

5) Test in a Staging Environment

Never rush to update your CMS directly on the live website. Instead, create a staging environment to test the update thoroughly, as this will allow you to identify and address any potential issues before they affect the user experience. This means testing all your website’s functionalities, including forms, navigation, and third-party integrations, to ensure everything works seamlessly. Addressing potential problems in a controlled environment like this will reduce the risk of disruptions when the new CMS is formally launched.

6) Plan for Downtime to Minimize Disruption

No matter how much you test, there’s always a chance that issues will arise when updating a piece of software. The best way to avoid disrupting your business is to plan for downtime (more than you think you will need, if possible) and communicate this to your users in advance. You can even schedule the update during off-peak hours to minimize the potential impact, but doing so shouldn’t replace the planned downtime.

7) Update Content and Documentation

If the CMS update involves any changes to content management processes—and it likely will—it’s crucial to update your documentation accordingly so content creators and administrators will be aware of anything that could affect their workflow. Keeping everyone informed is a good rule of thumb in every situation and will go a long way toward reducing the learning curve and facilitating a smoother transition. Regularly updating the documentation as best practices and usage trends change will also help ensure that all users can use the CMS’ features in the best way possible.

The post What to Consider When Updating a Content Management System (CMS) appeared first on Best Content Services Platforms‎, Software and Content Management ECM Vendors.

As part of Solutions Review’s Contributed Content Series—a collection of articles written by industry thought leaders in maturing software categories—Brian DeWyer, the CTO and Co-Founder of Reveille Software, delves into the build vs. buy debate surrounding enterprise content management (ECM) solutions.

Build vs. Buy? For enterprise software, this question has perplexed IT staffers for many years. The correct answer is wrapped in a problem of advantages and disadvantages that vary depending on each unique circumstance. Building your software brings a high degree of customization that tailors it to your company’s needs. When longevity is considered, the costs are lower because there are no licensing fees. By contrast, buying software brings a solution to your organization faster, can embed comprehensive domain knowledge, and include best practices that your in-house IT staff doesn’t possess. Adobe lists the most important considerations when deciding to build or buy software as the following: 

• Use Cases 
• Readiness 
• Project Scope 
• Resources 
• Opportunity Cost 
• Time-to-Value 

The build vs. buy decision must be weighed when managing an Enterprise Content Management (ECM) application stack. Your organization likely employs standard application and infrastructure management tools offered by companies such as Splunk, NewRelic, IBM, Broadcom, Dynatrace, Nagios, Zappo, and Microsoft. These monitoring tools are vital for modern-day enterprises. This leads to an option to take a DIY approach (i.e., build in-house ECM monitors). Be forewarned, though; your IT operations will be challenged when developing and maintaining genuinely effective solutions for ECM. 

Making The ECM “Buy” Case 

ECM applications are the backbone of many digital document processes. They serve as a hub for thousands of users accessing repositories and interacting with an organization’s valuable digital assets. The magnitude of user activity generates an immense amount of document transactions. The importance of managing ECM user activity cannot be overstated. Companies choosing to build their own ECM Monitoring Solution must consider these four factors before embarking on this custom coding journey. 

Development Knowledge Gap and Costs

Building ECM monitors from scratch requires investment in development resources. To successfully design and implement monitoring functionalities, it is essential to have proficient developers who possess a deep understanding of ECM system architecture, interfaces, and stack. Creating a development team entails allocating resources for salaries, benefits, recruitment costs, and the required hardware and software infrastructure. Companies must also consider the staff to produce and maintain such monitors because the software requires a team with specialized knowledge of multiple ECM systems and monitoring best practices.

According to AIIM, most organizations have at least four different ECM platforms. Organizations must invest in training programs to keep their IT staff updated with ECM platform technologies, monitoring techniques, and emerging industry trends to be effective in the long run. 

Development Time and Effort

Depending on the complexity and scale of the monitoring system, the development timeline can range from several months to over a year. Companies must consider these requirements when taking a DIY approach when building a cost-effective monitoring system for ECM:  

• Obtain Software Development Kit(s) (SDK) for each ECM platform. 
• Develop or obtain developer knowledge of SDK(s) for each ECM platform. 
• Develop detailed requirements and project plans.  
• Develop or obtain developer-level knowledge of ECM platform stack, interfaces, and operating behavior.  
• Assign Project Manager.  
• Design, Build, and QA the following:  
• Tests  
• Monitors  
• Conditions/Thresholds  
• Displays  
• Dashboards  
• Reports  
• Remediations/Automation  
• Notifications  
• Move through a DevOps process to the production state. 

Ongoing Maintenance and Updates

Once the ECM monitors are deployed, ongoing maintenance and updates are crucial to keep them effective and aligned with changing ECM systems or organizational requirements. Maintenance requires assigning resources to monitor the monitors, fix issues, and introduce enhancements. The cumulative impact of this maintenance will strain IT budgets and consume a considerable amount of your staff’s time. These maintenance issues grow as ECM evolves with new features, including operating systems, databases, and application services; failing to keep up with these upgrades will result in the reappearance of monitoring blind spots. 

Scalability and Risk Challenges

As organizations evolve to support digital transformation initiatives, scalability and adaptability become vital considerations. In-house ECM monitors may lack the flexibility to adapt. In addition, incremental funding for changing circumstances, such as supporting intelligent automation technologies like RPA and other ECM platforms or automating ECM recovery actions, may not be available. Significant modifications are often required when attempting to scale a custom monitoring solution. The risk profile of a custom ECM monitoring solution increases over time compared to a proven “off-the-shelf” solution. This risk is especially true when the custom ECM monitoring solution authors are no longer in the same roles, and the ECM technical debt is expanding. 

Final Thoughts

After reading this, you may correctly conclude that the author is biased and prefers the buy solution over the build solution. Note the author has participated in and observed both approaches up close with numerous organizations. Building a software solution makes perfect sense for specific applications and companies with the time, human resources, and funds to complete this endeavor. They can get the customization needed for their particular environments and leverage existing monitoring tools.   

When considering building ECM Monitoring Solutions in-house, the pros and cons analysis tips the scale in favor of the buy scenario. ECM Monitoring Solutions are often too complicated and not a high-value activity for in-house IT talent with knowledge in many areas. To produce a practical solution, they need to become ECM experts quickly and spend less time delivering critical business applications. Today, there are proven ECM Monitoring Solutions that offer chargeback, capacity planning, content security, and many integrations to ensure an out-of-the-box solution at a fraction of the cost and time it takes to develop a lesser capable solution in-house. 

The post Investigating the Enterprise Content Management DIY Build vs. Buy Dilemma appeared first on Best Content Services Platforms‎, Software and Content Management ECM Vendors.

The editors at Solutions Review have compiled this example Content Management System (CMS) RFP template to help your organization select the best enterprise software for its business needs.

As the Content Management System (CMS) marketplace grows and evolves, evaluating and selecting a solution for your company has changed alongside it. With so many different solutions for various industries, company sizes, and use cases, it can be challenging to narrow the search to the providers that offer the specific qualifications a company needs. One way to simplify the process is by using a request for proposal (RFP) template to solicit proposals from potential vendors.

In addition to simplifying the vendor selection process, an RFP template can offer other benefits. For example, it can help you standardize your requirements and evaluation criteria, making comparing proposals from different vendors easier. It can also help ensure you don’t overlook critical requirements or considerations when evaluating solutions. With that in mind, the Solutions Review editors have compiled an example CMS RFP template to help you and your team get started.

A Content Management System (CMS) RFP Template Example

1. Background: This is the place to briefly describe your organization, its industry, and the purpose of the CMS implementation. If applicable, you should also specify any current challenges or limitations you’re experiencing with an existing CMS.
2. Objectives: From there, you should outline the key goals you aim to achieve with the new CMS, such as improved content creation, better collaboration, enhanced user experience, scalability, custom permissions, security, etc.
3. System Requirements: List the core functional requirements you expect or require from the CMS. These usually include content creation tools, editing capabilities, multi-language support, search functionality, and e-commerce integrations. You should also specify specific requirements unique to your organization, such as regulatory compliance or industry-specific features.
4. Technical Requirements: Outline the technical specifications and infrastructure required to support the CMS, including hosting preferences, security considerations, integration with existing systems, scalability, and performance expectations.
5. Design and User Experience: Describe your desired look and feel of the CMS interface (you should talk to the teams that will be using the system for their input on this) and outline any specific design requirements or branding guidelines. Additionally, detail any user experience features or considerations important to your organization, such as responsive design or accessibility standards.
6. Vendor Information: Request prospective vendors to provide an overview of their company, including their experience, expertise, and any relevant industry certifications.
7. Product Information: Ask vendors to provide detailed information about their CMS solution, including the key features, functionalities, and any unique selling points they offer. It would be best to inquire about the vendor’s technology stack, development methodologies, and ongoing support and maintenance offerings.
8. References: Request vendor references and contact information for organizations implementing their CMS. This will give you insight into the satisfaction levels of past clients, which can tell you if the vendor has the abilities you need.
9. Implementation Timeline: Ask vendors to provide an estimated timeline for the CMS implementation, including key milestones and dependencies. Specify any critical deadlines or events that vendors should consider during the implementation process.
10. Training and Documentation: To ensure your team can effectively utilize the CMS, it’s essential to ask about the training and documentation resources a vendor provides. Ask for details on the training methods, materials, and availability of support during the training period.
11. Support and Maintenance: Request information on the vendor’s support and maintenance offerings, including response times, bug-fixing processes, and software updates. Also, look into the vendor’s availability of ongoing technical support and any associated costs.
12. Pricing: Ask vendors to provide a breakdown of their pricing structure, including any upfront costs, licensing fees, ongoing maintenance charges, and additional services. It’s also helpful to ask about potential costs related to system customizations, integrations, or future scalability.
13. Contractual Terms: Outline the desired contractual terms, including the duration of the agreement, termination clauses, and any specific legal or regulatory requirements.

By including these critical components in your CMS RFP, you can effectively communicate your organization’s requirements and expectations to potential vendors, allowing them to provide comprehensive and tailored proposals for your CMS project.

The post A Content Management System (CMS) RFP Template Example appeared first on Best Content Services Platforms‎, Software and Content Management ECM Vendors.

The editors at Solutions Review have compiled the following ECM questions list to help companies ensure they’re prepared to implement these solutions into their processes.

Enterprise Content Management (ECM) tools are robust solutions for businesses looking to streamline operations and manage content more effectively. With data volumes on the rise and no end in sight, organizations are leaning on ECM solutions more to meet today’s standards of workplace collaboration, shareability, and regulatory compliance management. The primary function of enterprise content management is to give organizations the ability to gain consistent access to their most important data, no matter where it lies, whether virtually or physically, on-premise, in the cloud, or some other disparate location.

However, before diving into the implementation process, it is essential to ask the right questions to ensure that the chosen ECM solution aligns with your specific business needs and goals. In this blog post, we will explore the most important questions to consider before implementing an ECM solution.

The Essential ECM Questions to Ask Before Implementation

1) What are your specific content management challenges?

Before implementing an ECM solution, it is crucial to identify and analyze the unique content management challenges your organization faces. Is it inefficient document retrieval, lack of version control, poor collaboration, or compliance issues? Understanding your pain points will help you prioritize features and functionalities required from an ECM solution.

2) What are your short-term and long-term goals?

Clearly defining your organization’s short-term and long-term goals is essential to selecting an ECM solution that can scale and adapt as your business evolves. Determine whether you need a solution primarily for document management, workflow automation, records management, or a combination of these functionalities. Aligning the ECM solution with your goals will also ensure a better return on investment (ROI), which can help earn the favor of higher-ups.

3) On-premises or in the cloud? 

The benefit of having a hybrid ECM cloud model is the ability to have on-premise infrastructure that can support the average workload for your business while retaining the ability to use the public cloud for failover or extra computing when the workload exceeds the computational power of your organization’s architecture. Many consider on-premise ECM solutions the most logical and natural approach to ECM because of the speed, security, control, and solution functionality. However, cloud ECM services can offer more cost savings and a heightened urgency to ensure content security quickly outperforms on-premise solutions.

4) What integrations does your team require?

Consider the existing systems and applications that are critical to your business operations. Will the ECM solution seamlessly integrate with your CRM, ERP, or enterprise software? Take time to identify what software your company values the most and show it to every vendor you talk with, ensuring that it will communicate with the systems you can’t go without.

5) How user-friendly is the ECM solution?

The usability and intuitiveness of the ECM solution are critical factors for successful adoption by employees. Consider the user interface, navigation, and ease of use for uploading, accessing, and managing content. You should also ask potential ECM vendors to demo their user experience and obtain end-user feedback to ensure a positive user experience.

6) What level of security and compliance does the ECM solution offer?

Data security and compliance are paramount in today’s regulatory landscape, so evaluating the ECM solution’s security features, such as encryption, access controls, audit trails, and compliance with relevant industry standards (i.e., GDPR, HIPAA), is essential. The solution should also adhere to your organization’s security policies and provide the necessary data protection tools.

7) What level of customization and scalability does the ECM solution provide?

Every organization has unique requirements and processes. If you have specific needs that an ECM must meet, define them, outline why they’re essential, and use that information to compare to the capabilities that each vendor’s solution has available.

8) What level of training and support does the ECM vendor offer?

Implementing any technology platform into a company will require training, so asking a potential ECM vendor about the training and support services they provide during the implementation and adoption process is essential. For example, you should inquire about the vendor’s training programs and resources, determine the level of technical support available, and get specifics on response times, service level agreements (SLAs), and escalation procedures.

9) What is the total cost of ownership (TCO)?

Evaluate the cost of ownership for the ECM solution, including licensing fees, implementation costs, ongoing maintenance and support, and potential infrastructure upgrades. Companies should also consider the upfront investment and the long-term expenses required to ensure the solution aligns with your budget and provides a satisfactory return on investment.

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The editors at Solutions Review have compiled this brief resource to help enterprise technology leaders create a business case for a Content Management System (CMS).

A Content Management System (CMS) is a solution designed to provide companies with a platform for creating, managing, and publishing digital content. These systems can be extra valuable for smaller businesses. They can help teams manage websites, blogs, and other online content with user-friendly interfaces that enable non-technical users to add, edit, and publish content.

However, selecting a CMS is only part of the process. Before implementing a platform, you might have to provide your company’s decision-makers with a business case. For example, a business case for a content management system should outline the rationale and expected benefits of implementing a particular platform into the company. The primary purpose of a business case is to demonstrate how the proposed solution aligns with the company’s goals and objectives and how it can help the business achieve its desired outcomes.

Making a Business Case for a Content Management System (CMS)

When making a business case for a CMS, emphasize the tangible benefits such as increased efficiency, improved collaboration, enhanced compliance, and a better user experience. Highlight the long-term cost savings, potential revenue growth, and competitive advantages a well-implemented CMS brings. With that in mind, we’ve compiled a few of the talking points you should prioritize when creating a business case for a content management system (CMS) solution.

Centralized Content Management

A CMS provides a centralized platform for managing digital content, including text, images, videos, and documents. With a single repository for those resources, team members can easily access and update content when needed, eliminating the need for multiple versions or scattered files. This centralized approach enhances collaboration, saves time, and ensures consistency across various channels.

Streamlined Workflow and Productivity

Implementing a CMS allows you to establish clear roles, permissions, and workflows for content creation and publishing. For example, you can assign tasks, track progress, and define approval processes, streamlining content production from ideation to publication while ensuring everyone is doing their assigned tasks. This systematic approach reduces bottlenecks, enhances productivity, and ensures that the right content reaches the right audience at the right time.

Improved Content Governance and Compliance

Maintaining compliance with industry regulations and internal policies is critical. Thankfully, a CMS enables you to enforce content governance company-wide and ensure adherence to brand guidelines, legal requirements, and accessibility standards. With built-in version control and audit logs, you can track content changes, attribute responsibility, and demonstrate compliance when required.

Enhanced Content Personalization and Targeting

Personalized content drives customer engagement and satisfaction. A CMS enables you to segment your audience and deliver tailored content based on their preferences, behavior, or demographic data. By leveraging user analytics and integrating customer relationship management (CRM) systems, you can provide a more personalized experience, fostering customer loyalty and conversion rates.

SEO Optimization and Searchability

Search Engine Optimization (SEO) is crucial in driving organic traffic to your website. A CMS often offers SEO-friendly features, such as customizable URLs, meta tags, and sitemaps, helping users optimize content for search engines. Additionally, a CMS can provide built-in search functionality, enabling visitors to find relevant content quickly and easily on your website.

Scalability and Flexibility

As your business grows, so will the volume and complexity of your content. That’s why a CMS is designed for scalability, as it allows teams to handle many pages, users, and media files without compromising performance. CMS platforms also offer various extensibility options through plugins and integrations, enabling you to adapt to changing business needs, integrate with third-party tools, and stay ahead in the digital landscape.

The post Making a Business Case for a Content Management System (CMS) appeared first on Best Content Services Platforms‎, Software and Content Management ECM Vendors.

The Solutions Review editors have compiled the following list to spotlight some of the best content management solutions for small businesses to consider implementing into their business processes.

A Content Management System (CMS) is a solution designed to provide companies with a platform for creating, managing, and publishing digital content. These systems can be extra valuable for smaller businesses. They can help teams manage websites, blogs, and other online content with user-friendly interfaces that enable non-technical users to add, edit, and publish content. Finding the right content management solution for your company is easier said than done, though, especially with the variety of options on the market.

With that in mind, Solutions Review put together the following list of content management systems for small businesses. Our editors selected these software solutions based on each provider’s Authority Score, a meta-analysis of user sentiment through the web’s most trusted business software review sites, and our proprietary five-point inclusion criteria. The list is organized alphabetically.

The Best Content Management Systems for Small Businesses

DocuWare

Description: DocuWare’s content services platform (CSP) offerings include DocuWare for document capture and management, DocuWare Workflow for business processing, and DocuWare Intelligent Indexing for metadata management and content indexing. DocuWare’s platform distinguishes itself from other solutions by offering disaster recovery capabilities as an optional add-on. DocuWare’s solution suite offers two capabilities tailored for small businesses: a cloud-based document management solution and process automation tools. With these features, SMBs and improve how they capture, organize, and embed content into digital workflows.

ExpressionEngine

Description: ExpressionEngine is a flexible and secure open-source CMS capable of building sites, managing content, storing data, and more. Its features include front-end editing, multi-site management, custom field types, entry cloning, user management, one-click software updates, live content previews, a discussion forum module, a marketplace of add-ons, and more. ExpressionEngine also provides a collection of consent and privacy tools to streamline GDPR compliance, cookie consent implementation, and security management.

HubSpot

Description: With HubSpot’s CMS offering, marketers, developers, and IT teams can develop seamless digital experiences for their customers. Its CMS features include flexible themes, drag-and-drop page editing, SEO recommendations, contact attribution reporting, dynamic content, adaptive testing tools, serverless functions, full integration with HubSpot’s CRM, local website development, site performance monitoring, threat detection, and more. They also offer a free CMS with a full suite of free features.

Hygraph

Description: Hygraph is a federated content platform designed to provide users with a composable stack. The platform can integrate all a company’s services, allowing them to distribute content from anywhere with a cohesive GraphQL, API-first, headless CMS. Features include a no-code schema builder, content modeling, flexible building blocks, developer workflows, content federation, localization, content lifecycle management, and an App-Framework that enables users to develop custom or pre-built extensions.

Joomla

Description: Joomla is a free, open-source content management system (CMS) for publishing web content. The platform is built on a model–view–controller web application framework, which can be used independently of the CMS, allowing users to develop online applications. It has a suite of SEO tools, a flexible framework, over 8,000 extensions, menu management, cache management, template design, native front-end content editing, content publishing, custom fields, native integration of multiple languages, and more.

Strapi

Description: Strapi is an open-source, headless CMS for e-commerce businesses, mobile applications, corporate sites, developers, and content managers. With its full Javascript, customizable, and developer-first architecture, companies have access to capabilities like auto-generated documentation, webhooks, support for multiple databases, custom fields, customizable APIs, internationalization, a user-friendly interface, built-in emailing, and more. Strapi also offers a self-hosted and enterprise-ready version of its platform.

TYPO3

Description: TYPO3’s CMS is a free, open-source, and enterprise-level platform published under the GPL license. Companies can use the platform to connect to customers, develop memorable digital experiences, and remain competitive without paying for expensive software. Those capabilities include smart content management, multilingual installations, a universal front-end user experience, enterprise scalability, content authoring, digital marketing features, enterprise-level vendor support, asset management, customizable design, content scheduling, and open, adaptable architecture.

Umbraco

Description: Umbraco is an open-source content management system built on .NET (ASP.NET Core) technology. The platform provides editors with an intuitive interface for creating, previewing, publishing, scheduling, and managing content. Umbraco’s features include customizable workflows, a structured media library, audit trails, a multi-device preview mode, auto-cropping tools for images, multilingual content editing, flexible building blocks, and more. Umbraco’s open-source community has over 200,000 active members who can offer tips, tricks, and advice.

Webflow

Description: Webflow is a visual development platform designed to help users build websites without writing any code. Its product suite includes a CMS catering to the needs of designers, editors, developers, or content strategists. With Webflow’s CMS, users can export content as JSON for use in other apps, import content from existing databases, integrate with other data sources, create custom webhooks, and more. The company also offers a version of its platform for startups, which can provide them with three months of access to Webflow’s CMS offering.

WordPress

Description: WordPress is one of the market’s most well-known content management systems. Users of all experience levels can use its accessible web publishing software to create websites, blogs, newsletters, and digital experiences. The company offers products to individuals, small businesses, and enterprises alongside an extensive collection of plug-ins and apps that enable users to customize their sites even further. It’s also available in a Free version, allowing companies of all sizes to create engaging websites at no cost.

Xerox

Description: Xerox’s platform is known for its ease of use and flexibility, with a configurable user interface. With the Xerox Content Hub, teams and individuals can upgrade their document repository to a secure, centralized, and cloud-based hub that makes accessing, updating, personalizing, and using their content easier. The platform also provides a collection of professional-looking document templates, allowing businesses to make all necessary changes and print locally or digitally as needed.

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