1) Place all data in a single centralized database. Placing data in multiple databases and separate systems eliminates the fundamental benefits of ECM. Utilize a system that allows the management of all data types and makes use of security and procedures to segment data by user groups.

2) Establish effective procedures upfront. Compliance cannot be met with technology alone. It requires effective policies and procedures to ensure compliance. The best recommended practice is to establish and communicate clear policies and procedures for governance of content management systems. These may include:

3) Adapt extensible architectural framework. Regulatory content management systems must operate in an integrated systems environment. Most systems require connectivity to existing legacy systems such as MRP, ERP, and other quality management systems. It is a current best practice to ensure an extensible architectural framework with an open API to enable effective connectivity.

   

4)  Develop comprehensive strategy for migration. Migration is often an afterthought for many content management systems. These systems house thousands of mission-critical documents. As these documents progress through their lifecycles, many have multiple versions, attributes/metadata, electronic signatures, and other process information associated with the official record. It is best practice to develop a comprehensive migration strategy to ensure migration of the total electronic record. The migration plan is dependent on the types of files, search opportunities, current format and modification of files.

   

5) Automation of activities is critical. The adoption rate of any ECM system is predicated on the ease of use and automation of activities. If the system requires users to take additional steps to complete tasks they will not readily use the technology. By setting up automation of indexing and filing of data, the end user views the system as a tool to eliminate tedious tasks.

   

6) Eliminate the manual entry of indexing values and file names in the scan process. Standing at a multifunctional device that requires manual entry of file name or indexing values is contrary to ECM best practices. Systems should be setup to intuitively understand documents types, indexing, file structure, and to make a seamless transition from paper to electronic data.

   

7) Define folder and search hierarchy prior to deployment. With indexing capabilities present in ECM systems, it is easy to take the path of abandoning traditional windows folder hierarchy for strictly indexing search methods.  

   

8) Avoid over-customization. Software changes frequently with new product enhancements and patches. Avoid customization of products that will require code changes with every new release and enhancement.

   

9) Do not store the same document in more than one place. Many systems require data be stored in different forms or places for successful retrieval. Storing data in a single place and providing multiple indexes eliminates the need for redundant storage.

   

10) Force the validation of data. Do not simply set up indexing fields for common data like client, vendor… Require a system set up to permanently connect databases, cross validate data, and eliminate errors and duplication of structure.

 

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