Why do you need a content management system if you’re using Microsoft Windows?

When we’re talking to business managers and owners about THESIS, we are often hear people say that they can’t see any need for a content management system as they use Windows to manage files and folders. Documents can be stored in the cloud or on network drives and IT departments can ensure that all stakeholders have access to the information they need. If this is the case, why are businesses implementing content management systems?

Despite the simplicity of using Windows and network folders, there are some issues for businesses which rely on this method of document storage:

  • If documents are stored on network drives, this can severely limit mobile access for users as they need Windows PCs or laptops with VPN access to be able to work flexibly
  • Network folders don’t promote collaborative working as only one person can work on a single document at any given time
  • It can be difficult to manage version control effectively and often files are saved repeatedly which leaves room for error and duplication
  • Document search can be laborious as generic search tools will only recognise the document file name and you may need to trawl through several folders to find old information
  • It is difficult to manage user permissions at a granular level which means that all documents are shared with all users which can create security issues if the information is sensitive

We are helping clients to transition from using network drives to store data into using THESIS, our content management system. Clients are seeing a number of benefits since adopting THESIS including:

  • Ability to access and review time-sensitive documents anywhere through the web version of THESIS or on the go with our brand new, intuitive mobile application
  • A full and auditable trail of changes to documents and version history
  • Intelligent search functionality with the ability to search, not only the file name, but also the content of the document itself and metadata (information about the document)
  • Ability to review and share documents securely with several stakeholders from any device or location
  • Using User Groups to provide a granular level of security based on the type of document and who should have permissions to access it
  • Reducing unproductive admin time through greater efficiency

To find out more or see how THESIS could support your organisation, call us on 020 3214 5110 or email thesis-ecm@haulmont.com