Over 75% of employed adults work remotely in 2025.

With such a large number, it is becoming increasingly harder to manage a businesses documents effectively.

If you’re still struggling to manage intricate workflows and handle outdated documents, enterprise content management is the solution.

What is enterprise content management?

Enterprise content management, or ECM, is a collection of tools and strategies designed to capture, store, manage, preserve, and deliver your enterprise’s content and documents.

An ECM works similarly to a DMS, however it is a much more complex and comprehensive system more suitable for larger companies.

ECM helps organizations reduce inefficiencies, ensure regulatory compliance, and transform raw data into actionable knowledge.

An ECM will manage and process your documents throughout their entire lifecycle and will hold them in digital cabinet files for as long as you need them, until you wish to automatically destroy them.

With your enterprise content management system, you can set up intricate workflows so that your document can flow swiftly and automatically through different departments.

These features allow organizations to carry out business processes, such as contract approval, invoice processing, or policy review, by routing documents through predefined paths, notifying stakeholders at each step, and escalating delays as necessary.

ECMs make your document capture that much easier, as you can gather content from different sources and formats.

This may include paper documents scanned into digital form by optical character recognition (OCR) systems, electronic documents or forms, emails, web content, and social media.

Enterprise Content Management transforms disparate information silos into a cohesive, secure, and efficient knowledge ecosystem.

An ECM can sometimes be confused with a CMS, a content management system. However this tools have very different goals.

While an ECM is a comprehensive strategy and system to manage all of your organization’s content, a CMS is designed to create, manage, and publish content.

In other words, your ECM handles internal content (contracts, scanned documents, emails, or case files) and your CMS handles external content (web pages, blog posts, articles, social media posts).

AI and ECMs

Unlike in DMSs, AI takes up a large space in ECMs.

An ECM integrates technologies such as machine learning, natural language processing (NLP), and computer vision.

Thanks to AI, ECMs are able to achieve higher data accuracy and intelligent decision-making. This will allow businesses to move beyond traditional document management toward intelligent content services that proactively support business outcomes.

Traditional ECM systems required users to manually categorize and tag documents. Now, AI-driven tools can automatically recognize document types, extract key metadata, and classify content using machine learning algorithms.

Instead of relying solely on predefined rules and workflows, AI systems can learn from previous patterns to optimize process flows.

For example, AI can predict bottlenecks in approval processes or suggest the fastest routing path based on prior outcomes.

AI transforms how content is captured, categorized, analyzed, and utilized, enabling ECM platforms to deliver smarter, faster, and more secure information management.

What content does and ECM manage?

ECM can manage all of your company’s documents, including structured, semi-structured, and unstructured data.

Structured data

Documents that have already been organized in databases and can be accesses and understood easily by other teams.

While ECM systems are primarily focused on document and content management, they can interact with structured data by integrating with enterprise systems like ERP, CRM, and databases.

Structured data itself is typically managed outside the ECM in relational databases, but ECM uses it to enrich content through metadata, indexing, and searchability.

For example, structured data like invoice numbers, customer IDs, or contract dates can be linked to documents stored in the ECM, enabling advanced search and retrieval.

Semi-structured data

Semi-structured data isn’t fully cleaned, however, it can still be identifiable through tags, headers, or other similar elements.

Examples include XML files, JSON documents, emails, and log files. While not as rigidly formatted as structured data, semi-structured data offers some structure that enables analysis and transformation, making it especially useful in applications that require flexibility and scalability without sacrificing data context.

ECM platforms use content parsing, metadata extraction, and indexing tools to understand and manage this data.

For example, an ECM system can automatically extract sender information, subject lines, and dates from emails or interpret XML tags to categorize documents.

Unstructured data

Unstructured data is raw and unorganized information and where ECM systems show their full potential.

It can be large texts or visuals that can be more complex to store, analyze, and retrieve, however, it does offer context, knowledge, and insights.

This includes text documents, scanned images, multimedia files, and correspondence.

ECM platforms use OCR, NLP, and AI-driven indexing to analyze and extract meaning from this data. They then apply metadata, version control, access permissions, and workflow automation to make this content discoverable, secure, and manageable.

For example, a scanned contract can be OCR-processed, tagged with metadata, routed for approval, and retained according to legal requirements.

	Structured data	Semi-structured data	Unstructured data
Format	Tables	XML or JSON	Free-form text, images, audio, video, and documents
Examples in an ECM	Inventory records, financial transactions, customer information stored in databases.	Emails (with identifiable headers), XML/JSON configuration files, log files with tagged entries.	Corporate documents, PDFs, scanned images, multimedia files, unformatted emails, etc.
ECM use cases	Integrating transactional data into business intelligence systems, generating reports, supporting transactional operations	Email archiving and management, invoice processing, data capture, document metadata filing	Document management, digital asset management, records retention, compliance archiving,

5 functions of enterprise content management

An ECM’s main goal is to manage your company’s data. However, there is more to this story.

Enterprise content management offers 5 main functions:

• Capture
• Storage
• Management
• Delivery
• Preservation

1. Capture

Document or content capture is the process in which you gather your data.

You can capture your documents into your ECM by document scanning, electronic forms, and automated imports from other servers and shared folders.

The goal is to have every document in one unique platform that will act as a source of truth for the whole enterprise.

ECM systems offer OCR (optical character recognition) to extract data from your captured documents and analyze their content to add metadata tags.

2. Storage

Once your documents have been captured, they are safely stored in your digital file cabinets (or repository).

Your ECM will store all of your documents for as long as you decide and will only allow access to those who have permission to each file, this will grant a layer of security, reducing the risk of security breeches and document loss.

3. Management

Your ECM stored your documents effectively, however, it goes beyond simply storing them.

ECM systems categorize and manage all of your documents through metadata, tags, and advanced indexing features, so you can efficiently filter your documents to have access to any file you may need.

This function is perhaps the most visible to end users and directly impacts how efficiently they can perform their daily tasks.

ECM systems also support version control, audit trails, access permissions, and document check-in/check-out processes.

Your documents can be retrieved by advanced search capabilities, including full-text search, metadata-based queries, and AI-powered semantic search. You can quickly locate relevant documents.

Effective management also includes document linking, relationship mapping, and workflow integration.

4. Delivery

The deliver function focuses on making content accessible to the right team members.

ECM systems provide features that allow secure document distribution, this can be automated in workflows. Documents will be sent automatically to each member exactly when they need them. For example, after a contract has been signed and stamped by the CEO, it can be sent back automatically to HR.

With workflows, content is routed for approval, review, or action based on predefined rules. ECM systems can also generate alerts, reports, or summaries to support decision-making and keep workflows moving efficiently.

Additionally, content can be delivered across several platforms and devices, supporting remote access, mobile usage, and collaboration across departments or geographic locations.

Integration with email, cloud drives, or enterprise applications ensures seamless content flow across the organization.

5. Preservation

There comes a time when certain documents stop being relevant, they reach their end point, or they have to be stored for a long time until they may be needed again (audits, contract termination…)

Your ECM can preserve essential information, archive outdated but necessary records, and safely deleting obsolete or non-compliant data.

Preservation ensures that important records, such as contracts, legal documents, or historical records, are safely kept for legal or strategic reasons. ECM systems offer immutable storage, digital signatures, and access logs to support compliance with standards like GDPR, HIPAA, or ISO.

Archiving moves inactive content out of active workflows and into long-term storage, reducing system clutter without being lost in obsolete files. This improves system performance and supports data retention policies.

Deletion is carried out according to ****retention schedules and organizational policies, ensuring that content is not kept longer than necessary.

Best features of an ECM

ECM systems control all of your documents and content from the moment they are captured.

Enterprise content management offers a wide variety of advanced features that will help your enterprise make the most out of every document and increase efficiency.

Some of our favorite features include:

Audit trails and security

One of ECM’s best features are the security layers you can add to your documents to protect confidentiality.

In every document or file you can apply a set of roles and permissions that will ensure that only authorized users access every piece of content.

Additionally, ECMs track all user actions for accountability and compliance auditing.

Automated workflows

Automated workflows reduce manual handoffs and the risk of human error. With automated workflows you can also guarantee quicker processes, less missed deadlines, and a detailed overview of the document’s status, updates, and deadlines.

A visual workflow designer with a drag-and-drop interface allows users to create intricate workflows without any prior knowledge on coding.

Document management

ECM systems will store and manage your documents during their entire life cycle in a centralized hub where it is available to all relevant team members.

Additionally, your ECM will track changes made to documents so your team always has access to the most current and relevant document, avoiding obsolete copies.

ECM systems support retention schedules based on document types or metadata attributes, automatically triggering archiving or deletion according to policy.

Your records will be retained for the legally mandated duration while obsolete or redundant information will be disposed securely.

Advanced indexing and metadata tagging

Advanced indexing and metadata tagging in ECM systems assign detailed and structured information to your files. Including keywords, dates, categories, clients, locations, and any other relevant data that can be useful to categorize and retrieve your documents.

OCR (optical character recognition) converts scanned images or PDFs of text into machine-readable data, allowing ECM systems to extract and tag metadata automatically from physical or handwritten documents.

Document delivery and collaboration

ECM systems make collaboration between team members much more seamless, facilitating delivery of documents from one department to another.

Through web portals, mobile apps, or integrations with other productivity tools, you can review, annotate, and co-author documents in real time, regardless of where they are based (particularly useful for companies with remote workers!).

Mobile access

Most popular ECMs will offer mobile-friendly interfaces so you can access your documents at any time.

How to implement an ECM system

ECM systems tend to be straight forward tools that can be implemented quite easily.

However, there are 5 steps that you will have to consider before taking the plunge.

1, Define your ECM deployment

You can either host your ECM on the cloud, on-premises or in a hybrid way (i.e. on the cloud and on-premises).

This will depend on how sensitive the content your enterprise carries is.

Feature	Cloud ECM	On-Premises ECM	Hybrid ECM
Deployment	Hosted by a third-party provider	Installed on local servers	Combination of cloud and local servers
Accessibility	Accessible from anywhere online	Limited to internal networks	Accessible both online and locally
Maintenance	Managed by the provider	Managed by in-house IT	Shared responsibility
Scalability	Highly scalable	Limited by local infrastructure	Moderately scalable

For governments, manufacturing, construction (an many more), a cloud ECM is a perfect solution, as all your information will be held in the same place and you avoid any risks of losing important information in a catastrophe.

Cloud ECMs work particularly well when you have large enterprises with remote workers as it doesn’t require any manual setup and there is seamless collaboration between all team members globally.

2. Plan the type of content you will be working with

It is important to know what types of content your enterprise will carry in order to plan your workflows and initial categories accordingly.

Bear in mind, that your initial set up does not have to be the final product and you can add as you go.

Make sure your plan and your chosen ECM is scalable so your system can grow with your business.

3. Assign roles and permissions

Not everyone inside your enterprise will have access to every piece of content.

It is important that you decide who will be able to view, print or send, and edit, who will be able to only view, and who will have no access.

Again, as you go you can change permissions for your team members. However, not defining limits clearly from the start can result in forgotten security measures that can lead to data leaks and breeches.

4. Integrate with other systems

Make sure that your current tool stack integrates with your ECM to make the migration and capture of data much easier.

This can include CRM, email, productivity tools (such as Microsoft Office), HRMS, databases, or other cloud storage tools, among others.

5. Launch and monitor

Once you’re ready, launch your ECM. You can do so all at once, or in test groups, where you can teach your teams gradually or manage certain types of information before you include it all.

Migrate all of your information (or the relevant data at that stage) from your current system and make sure everything runs smoothly.

For the first period, make sure you monitor audit trails carefully to see if you have to make any adjustments.

Benefits of enterprise content management

You may think that you can manage your documents with other outdated systems, however, investing in enterprise content management can bring your enterprise many benefits, all of which result in the success of your business.

Comply with regulations and implement security

As we have mentioned, ECM systems offer customizable security features, roles and permissions.

These controls help prevent data breaches, unauthorized access, and internal misuse while allowing authorized users to access content securely from any location or device.

ECMs help organizations comply with industry regulations, data protection laws (e.g., GDPR, HIPAA), and internal governance standards.

They ensure secure storage, access controls, audit trails, and retention policies.

• Share a unique source of information

Having documents scattered through different platforms can (and will) end up in chaos.

If there is no content management system implemented throughout the whole enterprise, chances are each team member will store their documents in their own servers or document management systems. This can lead to outdated and mismatched information.

However, with an ECM, everyone will have access to the same, up-to-date information.

Increase team collaboration

Having the same data means being on the same page. Particularly useful in meetings and decision-making processes.

ECM systems support real-time document sharing, co-authoring, and version control, allowing teams to work together effectively.

Having controlled access and built-in commenting, ECM offers transparency, teamwork, and prevents duplication or version conflicts.

Additionally, thanks to audit trails, you can keep track of where your team stands and what actions have been carried out without having to ask constantly.

Improve efficiency and decision-making processes

ECM systems improve the efficiency of your team by eliminating manual tasks like filing documents or sifting through endless files to retrieve the document you need.

With your centralized digital file cabinets, your documents are always a few clicks away so you can locate and retrieve them easily.

Additionally, you can edit all of your documents without having to leave your ECM. This will help you save time going back and forth and will ensure that nothing gets lost on the way.

Workflow automation accelerates business processes like invoice approvals, HR onboarding, and contract reviews, allowing teams to accomplish more in less time with fewer errors.

Quick access to accurate, up-to-date content helps team members make faster and more informed decisions.

ECM’s search, categorization, and content analytics capabilities ensure that business-critical information is at users’ fingertips.

Implement a scalable system

ECM systems are built to grow with your organization.

You can easily adapt your system from handling a few hundred documents to millions of files across global locations, without having to change your system and workflows completely or invest extra resources.

Cloud-based solutions add flexibility, enabling remote access, mobile usage, and hybrid deployment options.

5 best ECM tools

If you’re still on the fence and not sure which ECM solution will fit your business’ needs, we have gathered 5 of our favorite and most popular enterprise content management systems to help you find the perfect fit.

1. Dokmee

Ratings ⭐⭐⭐⭐⭐

G2: 4.5/5 | Capterra: 4.7/5

Overview

Dokmee ECM is a solid enterprise content management solution designed to manage all of your documents with automated capture, document workflows, advanced security, and improve collaboration.

You can use Dokmee in all types of industries as it is available in both cloud-based and on-premises deployments, it caters to businesses of all sizes seeking efficient document management.

Some other features include:

• Drag-and-drop workflow design
• Mobile ECM
• Page counter
• AI chat software
• Electronic form software

✅ Pros

• User friendly interface
• Free demo
• Scalable

❌ Cons

• AI features are being developed
• Intricate workflows may require assistance

2. Laserfiche

Ratings ⭐⭐⭐⭐⭐

G2: 4.7/5 | Capterra: 4.5/5

Overview

Laserfiche is an ECM platform that offers intelligent content management and business process automation.

Laserfiche provides document management capabilities, including secure storage, version control, and metadata tagging.

The platform also includes electronic forms for data capture, records management, and process analytics to monitor and optimize business processes.

However, potential users should consider the learning curve and evaluate the cost implications, especially if you need add-ons or cloud deployment.

Source: G2

✅ Pros

• Custom workflows
• Powerful automation

❌ Cons

• Cannot link separate business processes
• High pricing
• Lacks integrations

3. DocuWare

Ratings ⭐⭐⭐⭐

G2: 4.4/5 | Capterra 4.6/5

Overview

DocuWare is an ECM and DMS that offers simplified document storage and management.

DocuWare provides secure storage, version control, and audit trails. You can track down your documents thanks to metadata tags and other advanced search capabilities.

Its best features include intuitive document retrieval, integration capabilities, and customizable workflow automation.

Source: G2

✅ Pros

• Mobile access
• Quick search function

❌ Cons

• Lacks offline access
• Expensive, especially if you want a cloud license

4. M-Files

Ratings ⭐⭐⭐⭐

G2: 4.3/5 | Capterra: 4.4/5

Overview

M-Files is an intelligent ECM platform that used metadata-driven architecture so users can fund documents based on context.

The platform supports workflow automation and integrates with common business systems like Microsoft 365, Salesforce, and SAP.

It includes features such as role-based permissions, audit trails, and version control to protect sensitive data and meet regulatory requirements.

Additionally, its AI-powered tools help automatically classify content and suggest metadata, improving accuracy and efficiency.

M-Files is available as an on-premises, cloud, or hybrid solution.

Source: G2

✅ Pros

• Advanced generative AI
• Offline access

❌ Cons

• Outdated UI
• Limited Mac ****desktop support

5. DocStar ECM

Ratings ⭐⭐⭐⭐

G2: 3.8/5 | Capterra: 4/5

Overview

DocStar ECM is an ECM system that helps organizations digitize, organize, and automate the flow of documents across departments.

It allows users to capture, index, and store documents in a centralized repository, making them accessible through advanced search features that rely on metadata and keywords.

DocStar offers access controls, encryption, and audit trails that help organizations meet industry compliance standards. Additionally, version control and document history features ensure accountability and reduce the risk of errors.

DocStar emphasizes workflow efficiency and integration with line-of-business applications, particularly in accounts payable automation. It offers tools like intelligent data capture, electronic forms, and rules-based routing to reduce the need for manual intervention in document-heavy tasks.

Source: G2

✅ Pros

• Intuitive browser-based interface
• Efficient ****document retrieval

❌ Cons

• Customization limitations
• Lags when handling large volumes of documents or complex workflows

Is an ECM the right fit for you?

If you work in industries such as governments, manufacturing, construction, human resources, healthcare, or any other similar industry, the answer is absolutely.

An ECM will manage all of your enterprise’s documents in centralized file cabinets that will allow your team to work as a whole with up-to-date information.

Other features that will benefit your teams efficiency include:

✔️ Automated workflows

✔️ AI-powered capture

✔️ Audit trail

✔️ Mobile access

If you’re ready to level up your document management, check out a free demo with Dokmee.