Content Management Systems are generally focused on marketing functionality which includes analysis reports, data collection, entering contacts from online forms, registration, and payment processes for events, etc. The automation capabilities needed for other processes within a business is typically limited with a CMS.
File Sharing Platform Comparison Automation
Considering most file sharing platforms were created for consumer use, their business functionality tends to be limited. Basic automation may be achieved when you pair the file sharing platform with a third-party application, however, maintaining several platforms could lead to issues with compatibility and duplicated data.
In your ECM repository, you have the ability to use full-text search or search based on the names of users, creation date, or any metadata. Current ECM systems leverage artificial intelligence via voice assist, cognitive computing, and machine learning for document retrieval. Data that may have been undiscoverable in the past can be accessed and used to improve business decisions.
Typically, CMS platforms do not integrate a business’ data entirely, therefore the search functionality is limited.
File Sharing Platform Functionality
These platforms do not yet have artificial intelligence capabilities beyond simple commands and given that rules for file structures are rarely established or enforced, finding documentation can be inconsistent and time consuming.
ECM technology offers advanced data encryption to minimize any external and internal threats. Access to view, edit, change, or print metadata may be limited to only those who have authorized access. This helps minimize the risks of data loss, corruption, and business interruption.
Certain professional CMS platforms feature adequate security measures. However, a study was conducted, and it found that 73% of all WordPress installations, a common CMS platform, were vulnerable to hacker attacks.
File Sharing Platform Security
The majority of file sharing platforms do not offer adequate protection against sharing files with unauthorized parties. Many of these can be accessed using a simple URL link, and once the URL has been shared, it can be difficult to control how it is distributed to others. If a person quits or is fired from a company, they could still have unauthorized access to files.
In addition to those security measures that are required for privacy and compliance, documents that are needed for audits can be managed and accessed digitally which allows reports to run with the simple click of a button. Compliance can be further streamlined through processes that automatically archive or delete outdated documents to ensure that only the latest versions of such are kept for use.
Since third-party apps or plug-ins are required to maximize a CMS’s capabilities, each one might need to be thoroughly vetted for compliance and security purposes.
File Sharing Compliance
For most businesses that require strict compliance, including education, healthcare, and law firms, standard file sharing and document storage platforms will not work.
About Information Consultants
Information Consultants uses Enterprise Content Management (ECM) software by Laserfiche to help businesses create, organize, manage, and access all documents and forms through secure, easy-to-use programs. At Information Consultants, we work closely with each of our clients to consult, train, and operate Laserfiche in order to boost efficiency and profitability within the company! We are a leader in global technology services and solutions consulting based in South Florida with offices in Pembroke Pines and Downtown Miami.
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