Information is at the heart of business today. It’s difficult to think of any business practice or operation that doesn’t rely extensively on data and documents. In this reality, one would expect businesses to place the highest priority on superior information management systems.
Yet for many organizations, poor enterprise data management practices are hindering productivity and creating significant costs in time and money. Employees are often unable to find the documents they need and may spend hours each day in fruitless searches or re-creating documents that have been lost. Emailing documents back and forth as attachments inevitably creates headaches with version control. And even the most basic document workflow of getting a document reviewed, approved and signed can take far too long.
M-Files can help. As a next-generation intelligent information management platform, M-Files makes it easy for users to find, access and share documents while also automating document workflows and keeping information secured and controlled.
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When choosing a document management or enterprise content management (ECM) system, organizations must focus on solutions that can address the critical challenges to enterprise data management.
As the sheer volume of content in an organization rises exponentially, finding the right document quickly can be a challenge. Many knowledge workers spend up to 30% of their day searching for the right information1. An effective enterprise data management system must put any document at a worker’s fingertips within seconds.
Too often, workers spend extra time poring over emails and through file folders to determine which version of a document is most up to date. A superior enterprise data management solution should allow workers to always know that the document they are looking at is the most recent version
On average, organizations use four different repositories to store and manage documents and other content2. To make matters even more difficult, nearly 70% of workers report they store and manage documents out of their email inboxes3. This only adds to the difficulty of locating files quickly and easily. To improve enterprise data management, organizations need a solution that can make storing files – as well as finding and retrieving them – as simple as possible.
Document workflow often requires multiple parties to review, approve or sign off on a document, and this process can be time-consuming to track and manage. An effective data management system should automate as many routine tasks as possible to accelerate workflows while reducing human error and ensuring compliance.
A growing number of employees are either working remotely or from home. Providing these workers with access to documents on their mobile devices is critical to ensuring that business processes continue at pace.
The M-Files platform offers intelligent solutions that solve the challenges of enterprise data management. In contrast to traditional file management or records management technology, M-Files doesn’t require documents to be migrated to a central depository. Instead, M-Files’ AI-powered technology crawls existing repositories, systems and platforms to identify and analyze documents, tagging them with metadata that makes them easy to find in seconds.
By creating connections to documents rather than moving them to a central location, M-Files effectively breaks down information silos to deliver an in-context experience for accessing and leveraging content in any system or repository. Files and documents can remain wherever they currently live – in network folders, SharePoint, ECM systems, CRM platforms or other business systems and archives.
This unique approach – managing files based on what a document is rather than where it is located – means that workers no longer need to remember where something was stored. They can simply type in a few words about what they’re looking for into the M-Files search bar and get connected to their documents in seconds. Metadata in every document identifies information about what the document contains, who created it, who needs to see it next and other important and relevant information. Consequently, M-Files can provide a full picture of all the documents related to any topic – for example, all documents for a given project, all correspondence with the customer or all contracts expiring this month.
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M-Files’ enterprise data management technology makes it easy for workers to find and use information more effectively, and for organizations to get more value from their investments in data and documents.
Workers can find any document quickly, easily and intuitively.
Employees can continue working with their favorite daily tools such as Microsoft Teams or Salesforce when managing documents in M-Files.
Share content effortlessly and securely and co-author documents simultaneously.
Automated workflows ensure documents are handled correctly, accurately, and in compliance with company policies and regulatory requirements.
M-Files improves the security of enterprise data management by encrypting every document and controlling access to it with dynamic access permissions based on roles, workflow stage, document metadata and other criteria.
M-Files keeps just one copy of each document to eliminate versioning headaches. Older versions track every change made to the document, so it’s easy to roll back to an earlier version if needed.
To improve governance of enterprise data management, M-Files delivers clear visibility into what information is and the value and risk that each document represents. Audit trails detail every interaction with the document.
M-Files improves contract management by automating workflows for creating and executing contracts.
M-Files workflow automation capabilities put an end to error-prone manual processes while improving efficiency and freeing workers to focus on more high-value tasks. Using a file’s metadata, M-Files guides documents through workflows, routing the file to the right people in the right order and ensuring that tasks are completed correctly and on time.
M-Files automatically contacts individuals and issues follow-ups when action is required on a document. The document’s metadata is updated as it moves through the workflow. M-Files enables process managers to view the progress on each step, allowing them to take action to eliminate performance bottlenecks that cost time and money.
The M-Files Workflow engine makes it easy to customize workflows for documents, employees and projects to suit the needs of an organization.
What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.
You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.
Share content securely, and co-author documents simultaneously — wherever you work.
Let M-Files suggest tags for your documents and add workflows for faster processing.
As an enterprise data management solution, M-Files offers an AI-powered platform that connects content with intelligent automation. M-Files increases the productivity of knowledge workers, strengthens collaboration, enables business continuity, reduces business risk and ensures a seamless digital experience.
M-Files can be deployed in the cloud, on premises or as a hybrid solution. APIs ensure allow M-Files to communicate easily with existing systems while standard integrations ensure that M-Files can work with an existing technology stack. As a highly configurable platform, M-Files can be easily customized to the needs of specific use cases. Solutions templates help organizations get started with intelligent information management from day one, while third-party add-ins provide additional capabilities and extensibility.
Today, thousands of organizations in more than 100 countries around the world rely on M-Files to manage information, documents and processes more effectively.
Enterprise data management is the process of effectively organizing, securing, storing and managing retention of information, documents and other business content. As the amount of content that organizations produce continues to grow with greater speed, enterprise data management solutions can help organizations tame the chaos of information and get more value from their investment in data.
An enterprise data management system can make information available quickly and easily – anytime, anywhere, on any device. A superior solution should also automate many document-intensive workflows to reduce human error, accelerate timelines and ensure documents are handled in compliance with policy and regulations. Enterprise data management solutions should also provide an additional layer of protection for documents to ensure that they are not leaked or exposed via breach.
Document management is the practice of organizing, securing and storing documents in ways that make them easily available when needed. While enterprise content management focuses on unstructured data such as video and audio files, social media content, websites, email and presentations, document management systems focus specifically on documents like contracts, work plans, reports and financials.