ECM / Document management
Protect your most critical assets
Content and documents are created in a lot of different parts of an organization today without strict control of content. This lack of control poses challenges in content management, efficiency, and compliance. To address these issues, Epical offers expertise in gaining control over their content lifecycle, ensuring efficiency, security, and compliance.
Our document management services, part of our enterprise content management (ECM) suite, are designed to tackle content clutter, enhance searchability, strengthen security, and ensure compliance. We have a team of experts with deep industry and technical skills with over 30 years of experience in helping customers optimize their content management strategy and achieve their business goals. We partner with the best solutions in the market to deliver tailored and comprehensive solutions for your document management needs.
What's in it for your business?
Effective document management offers a range of benefits to your organization. By implementing our solutions, you can enhance the quality and relevance of your content by eliminating redundant, or outdated data. Our services also improve content accessibility and usability through organized categorization using taxonomies, metadata, and tags. Furthermore, we automate content processes and organization using content AI and machine learning algorithms, streamlining tasks such as classification and tagging.
Security and compliance are paramount concerns, which is why our services include comprehensive information protection strategy tailored to your organization's specific needs and regulatory requirements. Additionally, our solutions help reduce storage and maintenance costs by facilitating the migration of content to cloud-based platforms and archiving or deleting unnecessary data.
How do we do it?
At Epical, we employ robust and trustworthy methods to capture your specific requirements, ensuring the establishment of accurate goals and the definition of implementation scope. We prioritize understanding your unique needs to tailor our advice and solutions to be both suitable and sustainable.
Our process begins with a thorough analysis and reporting on your existing document sets. We assess what can be cleaned or deleted, what should be archived, and what needs to be migrated to ensure efficient document management practices. We then create a structured framework for your documents, ensuring they are logically organized and accessible to all stakeholders. This structure includes controlled access rights and addresses other security considerations. Developed with your business's information architecture and stakeholders in mind, our approach ensures sustainability and user-friendliness.
Our key services include
Prestudy and requirements - Requirements, stakeholders, scope, current challenges, existing structure are identified. This makes you aware of what you are facing to be able to implement good working document management.
Content Discovery & Assessment - We help you to evaluate your existing content for size, security, and relevance, and provide you with thorough analysis and comprehensive reports. We also help you to develop a roadmap for content cleanup, archival, and migration, and identify potential blockers and challenges that may affect the implementation.
Information Architecture - Organizations often overlook the crucial step of establishing the right information architecture and governance before transitioning to platforms for content management, e.g. Microsoft 365. This suite, including SharePoint, OneDrive, and Teams, requires a well-conceived information architecture to effectively structure and organize content, determining the best tools for specific purposes. We help you craft a robust information architecture, enhancing users' ability to locate and access pertinent information, preventing content chaos, and improving the search experience. Without this, organizations face numerous challenges.
Content Migration - Organizations often store data in various formats and locations, such as file servers, local drives, and SharePoint servers. This diversity can hinder efficient data access, lead to redundant and obsolete data, and complicate collaboration with external users. It also makes establishing and maintaining data governance, protecting sensitive information, and ensuring regulatory compliance (e.g., GDPR, HIPAA) challenging. We help you streamline data access, enhance collaboration, enforce data governance policies, and ensure compliance with relevant regulations.
Content Processing & Organization
Content processing and organization in platforms for content management, e.g. Microsoft 365 and SharePoint goes far beyond traditional storage. Transitioning to cloud from file shares or other sources is just the first step. Recent years have seen remarkable advancements in document and content management features. Today, organizations can leverage these innovations to efficiently manage structured and unstructured content, including images, at scale. Effective content management involves automatic content organization with metadata, powerful taxonomies, and content types for enhanced content discoverability and compliance.
Information Protection
As data rapidly expands and collaboration crosses organizational and regional boundaries, managing and safeguarding data becomes a major challenge. Organizations must protect sensitive information not only on-premises but also on devices and cloud services. Neglecting a strong strategy for safeguarding and governing information can significantly increase an organization's risk profile. We help you develop and implement robust strategies to manage and protect your data across all environments, reducing your risk and ensuring compliance.
How to get started?
If you are interested in improving your document management with ECM, we are here to help you. You can contact us to schedule a free consultation, where we will discuss your current situation, your goals, and your pain points.
Alternatively, you can use our initial ECM pre-study, where we will conduct a detailed analysis of your document management setup and provide you with recommendations and a roadmap for a tailored ECM solution.
