Information management

Superior information management drives better performance

Information is integral to business performance. From business intelligence and financial analysis to marketing campaigns and email correspondence, information is critical to every aspect of business operation.

At the same time, information management today is a challenge as businesses are virtually overrun with massive amounts of data. Businesses must also deal with increasingly varied content from a growing number of sources, including unstructured information in media files, social media content, websites, email, IoT data and more.

To manage the complexity of information, many companies today are seeking enterprise data management technologies that can make information easily available while making information management more secure and efficient. For a growing number of companies worldwide, M-Files provides the intelligent data management system they need to use information to drive business performance.

Information at your service, exactly when you need it.

See how M-Files connects you with the right information, at the right time, for the right person.

The challenges of information management

For organizations choosing an enterprise document management platform, the right product will need to provide solutions for several key challenges.

Inability to find documents

As the business world generates more information at an ever-greater pace, simply finding the right document has become a challenge for workers. Too often, documents are created and stored in a dizzying array of systems, repositories, applications, shared files, ECM systems, CRM platforms and other technologies. This reality – plus inconsistencies in file naming conventions – means that many knowledge workers spend nearly one-third of their days simply searching for the information they need to get the job done1.

Version control

For many workers, the email inbox is the place where documents are most often stored and retrieved. But as workers email documents back and forth and make changes to multiple files, they inevitably create a versioning nightmare that makes it virtually impossible to know which file is the most up to date. This results in wasted time as well is the possibility of mistakes when the wrong file is published, sent to clients or used to move a project forward.

Document workflow

Many files are part of a multi-step workflow that requires a variety of stakeholders to review, approve and sign documents. When handled manually, this process can easily get bogged down with bottlenecks. And because many companies still use paper documents for signatures, employees spend additional time printing out files and re-digitizing them after they have been signed.

Mobile access

Even though a growing number of employees are working remotely or from home, only 31% report having company-wide support for mobile access. As a result, these workers are frequently unable to access the documents they need in a timely way.

M-Files: intelligent information management

M-Files is an intelligent information management platform that creates smart connections to content anywhere in an organization and automates document workflows while keeping information secured and controlled.

M-Files’ AI-powered technology finds and connects to documents in an organization across all platforms and repositories, including CRM and ERP platforms, network folders, DMS and ECM systems, SharePoint and other business systems and applications. By tagging these documents with metadata, M-Files makes it easy for workers to find information simply by knowing what they’re looking for, rather than where it is stored.

No migration

Rather than requiring a costly data migration that collects documents in a single repository, M-Files provides a centralized view of content while leaving existing documents and systems undisturbed.

Access at any time, from any location, on any device

M-Files provides a desktop, web and mobile client that allow workers to easily access the documents they need using any device, from wherever they happen to be working.

Metadata-driven

By organizing files based on their metadata – rather than around storage location – M-Files makes it easier to find, manage and secure information.

2020 Gartner Magic Quadrant for Content Services Platforms

See why M-Files has been named a visionary again.

Advantages of information management with M-Files

Fast search and retrieval

Workers can simply type what they’re looking for in the M-Files search bar and connect with the documents they need in just a couple clicks.

Automated workflows

M-Files can automate workflows for documents, employees and projects, allowing the metadata tags on each document to guide documents through each stage of the workflow.

Easy audit trails

With M-Files, producing audit trails for compliance is simple and quick. M-Files automatically stores every change made by every user to every document.

Automatic version control

M-Files keeps a single and definitive copy of each document which users can access via a link.

Streamlined collaboration

Multiple users can co-author documents and simultaneously edit, annotate and comment on files. Changes are saved automatically, and automatic permissions ensure that only authorized users can access, view or edit a document.

Improve contract management

M-Files’ automated workflows can replace contract management software, automatically originating contracts from templates and routing them through the process to get them signed and executed in a timely, consistent and efficient manner.

Improved compliance and governance

By automatically ensuring that documents follow a given workflow, M-Files ensures compliance with regulatory requirements and adherence to data governance policies.

Ensuring the security of your data

M-Files secures documents at rest and in transit with enterprise-grade encryption, providing another level of security against breaches, malicious insiders and accidental leaks.

To ensure that documents are only available to the right people, M-Files provides dynamic permissions that control who can access a file based on specific roles, groups, workflows, document properties and other criteria. Permissions will automatically update as employees change positions or leave the organization.

How M-Files enables efficiency for your business?

Faster search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

Easy collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

Streamlined daily work

Let M-Files suggest tags for your documents and add workflows for faster processing.

Why M-Files?

Organizations choose M-Files because the platform delivers access anywhere and anytime to relevant, current and accurate information, regardless of where data is stored or the format it takes. By breaking down data silos and creating connections to documents anywhere in the organization, M-Files makes it easy to deliver the right information to the right people – right when they need it. And because M-Files can easily integrate with an existing technology stack, companies can continue to gain value from legacy archives and repositories while workers can continue using their favorite daily tools to access files via M-Files.

M-Files is a cloud-ready technology and can be deployed in the cloud, on premises or as a hybrid solution. Thousands of organizations today in more than 100 countries around the globe choose M-Files to manage their business information, automate processes and give their employees a smarter way to work.

FAQs

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What is information management?

Information management is the task of organizing, storing, retrieving, securing and retaining documents and information in a way that’s compliant with regulations and in adherence with company policy.

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What features are essential in an information management system?

Information management systems must dramatically simplify the task of managing massive amounts of documents to make information easily available. A superior information management platform should also automate many document-intensive workflows to ensure that files are handled consistently, securely and in compliance with policy and regulation. Additionally, information management technology must make data available to workers no matter where they are or what device they’re using.

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What is enterprise content management vs. document management?

Document management is concerned with traditional business documents such as reports, contracts, financial analysis, spreadsheets and other files that are part of everyday business operations. Enterprise content management includes document management but also manages other unstructured content such as media files, social media content, websites, email and other new forms of information.

  1. https://armedia.com/blog/federated-search-the-importance-of-being-able-to-find-information/

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