5 Signs You’ve Outgrown Your Content Management System

Documents and digital data are the lifeblood of any business but managing a large and constantly growing information repository can quickly become a full-time job. Companies also face security and compliance risks unless they have a centralized and carefully planned content management system.

Enterprise content management (ECM) systems provide a secure, centrally managed document and digital asset management solution for files, data and printed document scans. For large businesses and enterprises, ECM system uses include web publishing and unstructured information management for internal and external users.

Following are five signs that it’s time for your enterprise to upgrade its content management system:

Your Storage Needs Can’t Scale or Adapt to Your Business Growth

Your business is growing, but can your technology keep up? Perhaps you’re running out of storage space, or it’s taking time for employees to find the information they need for their jobs. Sure, there might be workarounds your employees can use, but they will only get you so far. Sooner or later, technology that can’t scale and adapt to evolving business needs will end up stifling growth.

Cloud-hosted ECM systems are a great fit for growing businesses because they provide almost unlimited scalability without the need for hardware or data migration to a completely new storage infrastructure when space runs short.

You Still Print Out Documents

Despite the ubiquity of digital technology, many businesses still rely on printed documents that cost money in ink, paper and printer maintenance. There are also indirect costs such as the time it takes to manually exchange important documents like reports and invoices and downtime waiting for printers to be repaired. When your marketing team is waiting on a report from the IT department, it can end up missing out on real-time advertising opportunities.

When most of your communication occurs through printed documents, chances are it’s because you’re working with multiple systems that don’t speak to each other and aren’t governed by a strategic approach. A modern office might not be entirely paperless, but if you’re relying primarilyon printouts, then it’s definitely time for a change.

Processes Are Still Completed Manually

There’s no denying that manual data entry is a tedious task that no one would say they enjoy. Aside from the mundane nature of manually entering data across multiple systems, there’s also the risk of human error leading to inconsistent records stored across multiple systems. Another problem is a lack of version control, which leads to staff being unable to figure out which information and data is most current.

Any business process that can be automated should be automated to reduce human error while allowing employees to focus on more rewarding tasks. ECM systems that embrace automation take care of document and digital asset management for you, freeing up valuable working hours and reducing errors.

People Can’t Find the Information They Need

Today’s businesses often deal with terabytes of digital data and reams of printed documents. Without automation, centralized management and the ability to search quickly through a database, trying to find a single document or file is like searching for the needle in your information haystack. Oftentimes employees don’t even know where to start – should they search manually through the local hard drive on their computer, or should they rifle through all their emails or perhaps check the records in their CMS software?

A modern ECM solution doesn’t just bring documents and data together – it provides a sophisticated search function too.

Systems Aren’t Communicating with Each Other

Some people like to use Microsoft Office for everything, while others prefer to use Google Docs. Some people refuse to use anything other than Apple, while others are quite happy using a PC. There are so many different devices and operating systems in today’s workplace, particularly when you factor in employee-owned devices enrolled in your corporate BYOD policy. The big challenge lies in getting all these systems to communicate together.

A cloud-hosted ECM system can bring all these devices together with a web-based interface for browser accessibility.


Companies that don’t use centralized and carefully planned content management systems face serious problems including security and compliance risks, productivity impacts and data storage costs. Cloud-hosted ECM systems meet the needs of growing businesses as they provide almost unlimited scalability without the hardware costs or data migration issues, provide web-browser user interfaces, sophisticated search functionality, digital asset management and automation features.

EX Squared helps businesses increase productivity and reduce risk by offering tailored Sitecore CMS and EMS solutions that align with their unique business goals. Call us today to learn more.

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