Tag: dms document management system

ISO 27001 Certification – Is Your Data Secure?

ISO 27001 Certification – Is Your Data Secure?

Maintaining secure information is more vital now than ever before. Today, organizations are responsible for an increasing amount of data — their customers’, as well as their own. Therefore, when evaluating software solution vendors, knowing which data security practices they have in place and how they plan to continuously improve them is critical.

There are few better ways to gauge an organization’s information security commitment and capabilities than ISO 27001 certification. ISO 27001 is the de facto international security standard on how information security is managed and serves as the benchmark for determining the quality, breadth and depth of an organizations’ security controls.

Why Does ISO 27001 Certification Matter?

Becoming ISO 27001 certified conveys a clear commitment towards security, mainly because obtaining certification is not easy. Just over 36,0001 certificates were issued in 2019. However, the importance of information security keeps the interest in becoming certified high, with the number of certifications issued in 2019 being 14% higher than in 20182.

In short, ISO 27001 requires that an organization’s management:

  •   Systematically examines the organization’s security risks
  •   Designs and implements a coherent and comprehensive suite of information security controls and risk treatment
  •   Adopts an overarching management process to ensure security controls will keep meeting the requirements of the organization

Furthermore, remaining ISO 27001 certified is not simple either. Certified organizations must continue to prove via comprehensive documentation, procedures and formal audits how they have established, implemented, maintained and improved their information security since certification was first issued. Those that maintain their certification show potential customers the value they put on information security and their willingness to have their information security policies and capabilities audited every three years.

You Can Choose Contentserv With Confidence

Contentserv is ISO 27001 certified, which assures our customers that their data security is always a top priority. Furthermore, by complying with ISO 27001 requirements, Contenserv can preventively identify any risks and mitigate them as soon as possible, which allows our customers to remain confident that their data is safe now and will continue to be in the future.

References

1. https://www.iso.org/the-iso-survey.html
2. https://www.qproaustralia.com.au/uploads/2/9/5/6/2956092/iso_certification_statistics_-_2018.pdf

What’s the Difference between ECM, PIM, DAM and DMS?

ECM vs. PIM, DAM and DMS

Enterprise Content Management (ECM)

An ECM solution helps organizations store, manage and distribute unstructured business-critical documents, such as invoices and account statements.

ECM use cases

  • Helicopter manufacturer. A world-leading helicopter manufacturer needed to consolidate and format large documents and easily generate their 800-page helicopter maintenance logbook. With data being stored in almost 400 different instances and systems, logging and compiling information into a single document seemed impossible until they used an ECM solution.
  • Telephone utility company. A phone company wanted to improve their customers’ experience with their telephone bill. They used an ECM solution to consolidate and layout information such as usage (SMS and phone calls), profile (personal details), marketing (loyalty points) and legal information. With an ECM, the phone company was able to customize the information they send to customers, effectively creating a platform for them to introduce or promote their products while providing much-needed insight into the customers’ consumption habits.

Product Information Management (PIM) and Digital Asset Managenet (DAM)

A PIM solution allows organizations to centralize, manage and efficiently distribute all product-related information across all channels.

Organizations typically have volumes of technical and marketing-related product data that are in different formats and stored on multiple repositories. Through the PIM solution’s data modeling capability, all product data can be standardized, and its characteristics and composition organized and categorized. Product data can then be consolidated into a single central repository, allowing for the distribution of accurate product data inside and outside the organization.

PIM use case

  • The food industry. The highly regulated food industry has complex product information requirements, wherein brands are required to declare the item’s chemistry, composition and ingredients. They must also be made available to international or local markets. Through the PIM’s data modeling capability, brands can create classifications and categories, while ensuring product information accuracy and relevance. If they’re present in several countries, brands can automatically translate and localize content to meet customer expectations.

A DAM solution, on the other hand, enables brands to centralize the storage and management of digital resources such as images, video, etc., making it easy for creative/marketing teams to securely search, enrich and distribute digital assets.

The central repository helps improve processes and accelerate creative collaboration on advertising campaigns and other marketing activities.

PIM and DAM are complementary solutions that are often used together. All the product information that brands manage and enrich in the PIM can be easily associated with the digital content in the DAM.

Document Management System (DMS)

DMS enables organizations to store, manage and track electronic documents and images. It’s a solution that fast-tracks document digitization effectively ending archaic processes and ensuring legal compliance. it’s a timely solution for Europe, as governments require consultancy-type organizations to send legal and sensitive documents (e.g. contracts, payslips, etc.) via a DMS solution for security purposes. A DMS is often associated with electronic signatures or certifications.

DMS use case

  • Digital security. Today, emails are considered as intangible evidence. However, emails can be altered or falsified. A DMS can solve this issue through secured exchanges and document version management. As for payslips, they can be de-materialized and stored electronically.
  • Tax systems. The French tax system allows companies to de-materialize documents as long as they meet numerous constraints such as archiving in specific places. DMS enables companies to digitize documents and solve legal constraints through compliance.

Where the four solutions converge

ECM deals with transactional data, PIM and DAM take care of product data and DMS digitizes and secures documents. All of them promote single repositories, offering to centralize, manage, protect and distribute data. They can help organizations increase productivity, efficiency and data quality, resulting in accelerated time-to-market. They also help reduce costs and lead times, as well as simplify compliance with certifications and regulations.