Mobile Access to ECMs Needs Improvement

By Karen A. Frenkel  |  Posted 11-14-2013 Email Print this article Print

ECM (Enterprise Content Management) is one of the few IT areas that has maintained double-digit growth over the past few years and this is expected to continue, according to "ECM at the Crossroads," a survey by AIIM, a nonprofit association of information professionals. However, many organizations must still decide how to implement ECM, which is currently "very patchy," according to the report. Most organizations have many ECM or document management systems, but few work across the entire enterprise. Also, few ECMs have enabled access via mobile devices. The majority of organizations polled are still aiming for a single ECM with a collaboration platform, and they also want to improve records management, capture and process capabilities. The organizations must decide whether to move toward a single ECM suite or choose best-of-breed solutions—and how to improve access to remote, mobile and third-party users. Nearly 550 AIIM members participated in the survey earlier this year, with 35 percent of respondents being from large organizations (5,000 employees), 40 percent from mid-sized organizations (500 to 5,000 employees) and 25 percent from small to mid-sized organizations (10 to 500 employees). For more about the survey, click here.

  • ECM Is Not Alone

    Only 18% of respondents have a companywide ECM. 54% are either maintaining a companywide system for integrating document management (DM) and record management (RM) projects.
    ECM Is Not Alone
  • ECM Is a Multi-System Landscape

    35% are sticking with multiple or best-of-breed solutions. 75% have more than one ECM, DM or RM system. 26% have four or more systems.
    ECM Is a Multi-System Landscape
  • What's ECM Used For?

    Besides document management or file-share replacement, 66% of respondents use ECM for record management. 46% use it for project team collaborations.
    What's ECM Used For?
  • File-Share Vs. ECM

    12% have replaced file-share with ECM. 3% of organizations have turned off file-share and 34% wish to turn it off. However, 61% say it still plays a significant role in content structure.
    File-Share Vs. ECM
  • Non-ECM and DM Systems Impede Search

    More enterprise content is outside of ECMs than inside. 61% of organizations hold half or more of their content on ERP, HR and finance systems, thereby making search difficult.
    Non-ECM and DM Systems Impede Search
  • Mobile and Remote ECM Access

    45% of organizations say mobile access to content is very important. And 14% say it is vital.
    Mobile and Remote ECM Access
  • Working Remotely With Content

    More than 50% of those who say access is very important or vital, also say content must be available for offline viewing.
    Working Remotely With Content
  • Interacting With Content via Mobile

    21% say they want content to be available for offline viewing on mobile—preferably also available for offline editing.
    Interacting With Content via Mobile
  • Interacting With Workflow Processes

    30% say commenting on or approving documents is vital or very important. 45% say mobile capture is also important, including capture of expense receipts, for example.
    Interacting With Workflow Processes
  • BYOD and ECM Access

    57% of organizations provide mobile access via company-issued devices. And 32% are satisfied with mobile access that is compliant with BYOD policies.
    BYOD and ECM Access
  • A Lack of BYOD Policies

    Almost 25% admit that unofficial mobile access is happening, or that they don't have a BYOD policy.
    A Lack of BYOD Policies
  • The Mobile ECM Gap

    66% of remote employees access ECM via VPN or remote desktop, and another 31% through browsers.
    The Mobile ECM Gap
  • Few Access ECMs Through Browsers and Apps

    Astonishingly, only 10% and 11% of employees can access ECMs via mobile-optimized browsers and mobile apps, respectively.
    Few Access ECMs Through Browsers and Apps
  • Strategies for Extending Remote and Mobile Access

    VPN is the most popular option (43%), followed by mobile apps (29%) through a firewall, but downloaded content is not available to the general mobile device OS and it is usually encrypted.
    Strategies for Extending Remote and Mobile Access
Karen A. Frenkel writes about technology and innovation and lives in New York City.


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