Why Document Collaboration should Be Managed Using ECM Solutions

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The majority of organizations are still using email as a fundamental tool for collaboration between their employees. In fact, the number of emails will only increase by time as we tend to use it for internal and external communications, email archiving, and collaboration in our day to day activities.

In addition to emails, some organizations adapted the usage of enterprise file sharing and syncing (EFSS) applications such as Dropbox to give the ability for their employees to manage and share their documents. Even though this might be sufficient for small companies, it is surely not the ultimate way to manage content within medium to large sized organizations.

Managing the document collaboration process using emails has a lot of disadvantages including the possibility of losing track of what was shared, commented, and the correct document version to review in addition to the security risk of having the document sent to unauthorized persons.

While businesses anticipate their volume of information to increase by at least the double yearly, setting up an organization wide content management strategy in addition to investing in the proper technology for faster & more secure content collaboration will improve your employees productivity and make work related processes more efficient.

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Medium to large companies today should invest in an ECM solution for a lot of reasons as detailed in this article and one of them is to focus on improving collaboration among employees, partners, and customers by connecting people and processes to circulate ideas, promote creativity, and share knowledge.

Managing Document Collaboration in ECM Solutions

Content is the most valuable asset in any organization for that it is very important to find a platform that enables employees to easily and securely share and collaborate on organization documents internally and externally (with outside stakeholders).

A decent ECM solution should provide ways to improve collaboration between employees. As documents reside in one centralized store, the solution must be able to easily & securely share documents between all users.

By sharing a document, explicit permissions are given to another team member(s) for simple or advanced collaboration.

Simple Collaboration

When actions on the document is required by certain employees in the organization, having the ability for this group to collaborate with minimum efforts by easily sharing a document, inviting more colleagues, or adding comments will surely boost their productivity.

View only: Temporary access to a read only version of the document is provided to the invitee.

Edit mode: Temporary access to modify basic document fields, metadata, or attachment.

Comment: When actions on the document is required by certain employees in the organization, having the ability for this group to collaborate with minimum efforts by adding comments on the document, adding attachments, inviting other team members, or tagging specific colleague will surely boost their productivity and allow them to focus their efforts on more important subjects.

Advanced Collaboration

Mechanisms to view and collaborate on virtually any type of document in your system should be available. Basically from the solution, there should be a way to share documents with external entities having no access to your system and with internal departments or employees to do advanced operations.

Integration with EFSS (Enterprise File Sharing & Syncing): Because EFSS applications such as Dropbox is being used widely in organizations, ECM solutions should have integration with well known providers to give the ability to share the content residing in your system with external parties. In fact in a report published by Gartner, they added this option as a must have in any ECM solution.

Annotation Tool: Collaborators should easily see if markups exist on a document & open them to see who said what, when, and add their own comments. In addition to having the ability to burn markups into a PDF for external usage. The below represents the top features to look for

  1. Handles a large number of native formats:  PDF, AutoCAD, Word, Excel, etc.
  2. Parallel Collaboration
  3. Rich markup toolbox of shapes & text
  4. Web and Mobile support.
  5. Markups (Annotations) stored as a separate layer of the document
  6. Markups stored as documents with new version for each edit
  7. History Tracking for every markup and easily accessible timestamp
  8. Ability to assign markups colors by Discipline

To sum up, a decent collaboration module in an ECM solution have a very big role on how your organizations operate on their day to day activities. Having the above in mind, will help you gain more productivity, cut expenses and promote creativity.


  1. Good article. I also think a required feature is notification of document publication, meaning the sorted version, and notification of review cycles and retention period or document expiration.

  2. I have to agree with you. Even some ECMs provide notification when new version is available but with so much notifications from the system, users can easily receive lots of emails. A notification engine should be available to allow users to schedule their notifications as per their preference.

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