• Twitter
  • LinkedIn
  • Youtube
  • Rss
  • Savings Calculator
  • Get A Demo
  • Login
  • Contact
IntelliChief
  • Why IntelliChief?
      • The IntelliChief Difference
        • About IntelliChief
        • Best Practices Expertise

        • See how much you can save with AP Automation

          Find out exactly how much you're spending to process invoices with the IntelliChief Savings Calculator. Then, see how much you can save by implementing Enterprise Content Management and Process Automation for Accounts Payable. Savings Calculator >

    • Introducing IntelliChief
      Industry leaders choose IntelliChief to reduce costs and increase efficiency in: Accounts Payable, Order Management, HR, and more.
      Here's why:
      Watch
  • Solutions
      • Enterprise Content Management
      • Process Automation
        • AP Automation
        • Order Management
        • AR Automation
        • HR Automation
      • Solutions By Industry
        • Manufacturing
        • Distribution
        • Transportation
        • Construction
        • Logistics
  • Technology
      • OCR Capture
        Automatically capture and convert data from incoming documents.
      • Workflow
        Ensure that your business rules and processes are followed without error, every time.
      • Integration Link
        Connect IntelliChief to any ERP system (or multiple ERPs) to unlock advanced capabilities.
      • Digital Repository
        Archival made easy. Store and retrieve documents in seconds with full search capabilities.
      • Analytics
        Gain insight into your team’s productivity with customizable analytics dashboards.
      • Mobile Access
        Expand your operational footprint with reliable mobile solutions that integrate with your ERP system.
      • Email Import
        Automatically capture documents from emails to maximize touchless processing rates.
      • Retention Manager
        Manage Document Life Cycles, by securely storing, retrieving, and maintaining digital files.
  • ERP Integrations
    • What Does Integration Mean?
      • Oracle
      • JD Edwards
      • Infor
      • SAP
      • Other ERPs
  • Resources
      • Blog
      • FAQ
      • Events
      • Webinars
      • Case Studies
      • Guides
      • Product Sheets
      • Savings Calculator
      • Support
  • Search
  • Menu Menu

How Does a Content Management System Work?

January 18, 2021

Your organization’s content is the linchpin of its success. This content, comprised of invoices, sales orders, onboarding forms, employee files, interdepartmental correspondence, and more, is the fuel that drives your business forward. Without a reliable way to manage this content, such as a content management system (CMS) or Enterprise Content Management (ECM) system, information cannot be passed from user to user in an efficient manner. But how does a content management system work? And why is it so important for enterprises?

How Content Management Works in Favor of Your Business

When information stops flowing through an organization, operations come to a grinding halt and your ability to generate revenue is compromised. On a normal day, you probably don’t spend a lot of time thinking about how content flows through your organization, but every task you perform is integral to this process.

Due to the collaborative nature of many business processes (i.e., Accounts Payable, Accounts Receivable, Human Resources, Customer Service, etc.) breakdowns in your content management cycle are rarely isolated incidences. One small hiccup can lead to late payments, process bottlenecks, and dissatisfied customers and business partners. Effective content management helps you mitigate, or altogether eliminate, deficiencies in your content management cycle.

How does a content management system achieve this goal? Below, we explore the process flow and features that can be utilized to your advantage when implementing a best-in-class ECM system to help you manage your content.

Information Is Captured From All Forms of Content

For enterprises, the stream of information flooding into your organization at all times can be very difficult to maintain, organize, and process. Sometimes, this content is structured, which simplifies the process of handling it. However, a large volume of this information is unstructured or requires some form of manual processing to become structured. One of the most important concepts of content management is the structuring of unstructured information. In terms of accelerating business processes, structured data has far more utility than unstructured data.

Capture technology is an integral component of ECM. By utilizing Optical Character Recognition (OCR) software to capture information from all forms of content, your organization can begin to add structure to its information at scale. Not every piece of OCR software is up to the task. Consider the differences between basic OCR software and an enterprise-class solution:

  • Basic OCR: “Scans” a paper document and creates a digital replica that can be stored and retrieved electronically.
  • Advanced or Enterprise OCR: “Reads” paper and electronic documents and identifies key information, and tags/archives it accordingly.

More advanced forms of OCR are preferred by enterprises because they utilize other advanced technologies, such as machine learning, to capture and process content intelligently. The value of this added intelligence will be made clear in the next section.

Content Is Tagged, Indexed, and Archived

Once an organization’s content has been digitized, it still needs to be tagged with metadata so that users can search for and retrieve the information they are looking for. With basic OCR, this information must be keyed in manually. However, with an advanced, enterprise-class OCR component, this step can be handled automatically by your ECM system, saving your business time and money.

Advanced OCR can recognize what type of content it is capturing as well as the specific datapoints found on the content. For example, if you receive an invoice in the mail for x number of widgets, OCR software can not only create a digital replica but also tag the invoice based on any number of identifying criteria, index the information accordingly, and archive the invoice in a secure digital repository.

But that’s not all. It can also recognize the process that needs to be carried out to satisfy the invoice request.

Content Is Processed Through Workflows

Once the process has been identified (i.e., an invoice is received so the AP workflow must be carried out), you can start managing your content through digital workflows that follow your unique business rules. Workflows can be customized to fit your exact processes. Continuing with the invoice processing example, you can set permissions based on the value of an invoice, the vendor that sent the invoice, or the time at which the invoice was received. These are a few common examples but you can tailor your workflows as needed to account for all the nuances in your process — no matter how specific.

Depending on the complexity of your content management system, your organization may also be able to automate workflows, greatly reducing the amount of time it takes to process an invoice from start to finish. Another important benefit of workflows is they help protect your company against duplicate payments, missed early payment discounts, and other potential filing and processing errors. In summary, the ability to capture content, tag it, index it, store it, and process it through workflows are all fundamental to an advanced, enterprise-class content management system.

Automated Retention Policies Are Executed

So far, we’ve covered three of the key features that help answer the central question:

How does a content management system work?

However, the capabilities of your chosen content management or ECM system must also account for documents that need to be terminated in addition to those that must be preserved for a certain period of time. Otherwise, your business could find itself in hot water when the time comes to provide evidence of regulatory compliance. Content management systems (typically ECM), can also automate retention policies to ensure that your organization is prepared for an audit at the drop of a hat. This makes dealing with HIPPA, SOX, and other regulations a breeze — even if your company deals with hundreds of thousands of documents a year (or more).

Managing Your Enterprise Content With ECM

When an organization manages its content with ECM, it helps them to eliminate paper dependence, streamline and standardize business processes, reduce risk, boost productivity to all-time highs, serve better customer experiences, and provide superior transparency over all connected business operations. Whether you deploy ECM in Accounts Payable, Accounts Receivable, Human Resources, Customer Service, or any other department that processes large volumes of information, your organization will experience a multitude of benefits only possible with a comprehensive content management plan backed by a best-in-class ECM system.

Is your organization searching for a solution to its content-related woes? The experts at IntelliChief can help. Contact us today to learn about our industry-leading ECM solutions and unrivaled approach to business process automation.

 

Share this entry
  • Share on Facebook
  • Share on Twitter
  • Share on WhatsApp
  • Share on Pinterest
  • Share on LinkedIn
  • Share on Tumblr
  • Share on Vk
  • Share on Reddit
  • Share by Mail
https://www.intellichief.com/wp-content/uploads/2021/12/Online-Survey.png 180 180 IntelliChief https://www.intellichief.com/wp-content/uploads/2021/07/IntelliChief-Paperless-Process-Management.png IntelliChief2021-01-18 14:13:112022-04-13 15:33:21How Does a Content Management System Work?
You might also like
ECM for Customer ServiceHow to Retain Customers Who Are Leaving By Implementing ECM for Customer Service
Overcoming Business Challenges With Process Automation
Improving Your SAP Sales Order Process Flow
Real-World, Real Benefits: How to Reduce Accounts Payable Processing Costs
5 ECM Benefits You Can Achieve Within a Year
How an IntelliChief Customer Leveraged AP Automation to Grow Their Enterprise
Clear Choice ECMWhy IntelliChief Is the Clear Choice for Enterprise Content Management
Improving Your Accounts Payable Audit Procedures With Automation

Latest From The Blog

  • Seven Signs You Have the Right AP Automation SolutionMarch 16, 2022 - 8:00 AM
  • 5 Must-Haves in Accounts Payable Automation SoftwareMarch 9, 2022 - 2:50 AM
  • The 5 Accounts Payable KPIs Your Business Should Be MeasuringNovember 18, 2021 - 9:26 AM
  • Why It’s Time for Your Organization to Consider Accounts Payable Invoice AutomationNovember 8, 2021 - 4:17 PM
  • An Overview of AP Automation Objectives Among Project StakeholdersNovember 3, 2021 - 11:59 AM

Next Steps:

Request Demo
Contact Us
Download Whitepaper
Watch Recorded Webinar

Experience IntelliChief

Request a customized demo to see how IntelliChief addresses your organization’s most pressing challenges. Simply provide some preliminary information about your project and our experts will handle the rest.

Get a Demo

World Headquarters

P.O. Box 320878
Tampa, FL 33679

813-971-9500

U.S. Headquarters

120 Forbes Boulevard
Mansfield, MA 02048

508-594-2800

info@intellichief.com

Getting Started

Why IntelliChief?
What is ECM?
Solutions
Technology
ERP Integrations
Customer Success Stories
FAQ

Resources

Blog
Case Studies
Whitepapers
Product Sheets
Webinars
Savings Calculator
Careers
Press

Copyright © 2023 IntelliChief™. All Rights Reserved.
Website Development & Hosting by K.Tek Systems Inc.

Privacy Policy | Terms of Use and Disclaimers | Sitemap | Support Portal

The 7 Components of ECMIs a Paperless Accounts Payable System Right For Your Business?
Scroll to top

This site uses cookies. By continuing to browse the site, you are agreeing to our use of cookies.

Accept Settings

Cookie and Privacy Settings



How we use cookies

We may request cookies to be set on your device. We use cookies to let us know when you visit our websites, how you interact with us, to enrich your user experience, and to customize your relationship with our website.

Click on the different category headings to find out more. You can also change some of your preferences. Note that blocking some types of cookies may impact your experience on our websites and the services we are able to offer.

Essential Website Cookies

These cookies are strictly necessary to provide you with services available through our website and to use some of its features.

Because these cookies are strictly necessary to deliver the website, refusing them will have impact how our site functions. You always can block or delete cookies by changing your browser settings and force blocking all cookies on this website. But this will always prompt you to accept/refuse cookies when revisiting our site.

We fully respect if you want to refuse cookies but to avoid asking you again and again kindly allow us to store a cookie for that. You are free to opt out any time or opt in for other cookies to get a better experience. If you refuse cookies we will remove all set cookies in our domain.

We provide you with a list of stored cookies on your computer in our domain so you can check what we stored. Due to security reasons we are not able to show or modify cookies from other domains. You can check these in your browser security settings.

Other external services

We also use different external services like Google Webfonts, Google Maps, and external Video providers. Since these providers may collect personal data like your IP address we allow you to block them here. Please be aware that this might heavily reduce the functionality and appearance of our site. Changes will take effect once you reload the page.

Google Webfont Settings:

Google Map Settings:

Google reCaptcha Settings:

Vimeo and Youtube video embeds:

Accept SettingsHide Notification