Enterprise content management (ECM) extends the concept of content management by adding a time line for each content item and possibly enforcing processes for the creation, approval and distribution of them. Systems that implement ECM generally provide a secure repository for managed items, be they analog or digital, that indexes them. They also include one or more methods for importing content to bring new items under management and several presentation methods to make items available for use. The key feature of ECM that distinguishes it from "simple" content management is that an ECM is at least cognizant of the processes and procedures of the enterprise it is created for, and as such is particular to it.

ECM as an umbrella term covers enterprise document management system, Web content management, search, collaboration, records management, digital asset management (DAM), workflow management, capture and scanning. ECM is primarily aimed at managing the life-cycle of information from initial publication or creation all the way through archival and eventual disposal. ECM enterprise content management software is delivered in four ways:

- on-premises software (installed on an organization's own network)

- software as a service (SaaS) (Web access to information that is stored on a software manufacturer's system)

- a hybrid composed of both on-premises and SaaS components

- Infrastructure as a Service (IaaS) (which refers to online services that abstract the user from the details of infrastructure like physical computing resources, location, data partitioning, scaling, security, backup etc.)

ECM provides a centralized platform where content can be held and disseminated in a manner that meets regulatory compliance requirements and risk management guidelines. An ECM achieves the latter two benefits by eliminating ad hoc processes that can expose an enterprise to regulatory compliance risks and other potential problems. Full-function enterprise content management solutions include features such as content taxonomies, auditing capabilities, check-in/check-out and other workflow controls and security mechanisms.

An effective ECM can streamline access and business processes, eliminate bottlenecks by reducing storage, as well as paper and mailing needs, optimize security, maintain integrity and minimize overhead. All of these can lead to increased productivity. The first step is to document all the types of content that the organization deals with, the business processes its part of and who handles the content.

ECM software can be used to identify duplicate and near-duplicate content, allowing the organization to keep a few copies of a particular piece of content instead of hundreds. The best ECM software extends the reach of traditional ECM capabilities into previously isolated applications and information silos, such as ERP, CRM, SCM and HCM, to take the shape of a content services platform. Information can now flow across the enterprise to the people and processes—when, where and in whatever context it is needed.

To understand more specific ways it could help your company, consider these three types of ECM software solutions.

Web Content Management. WCM puts control over the look and feel of a website in the hands of specific, key people. It’s used by organizations with relatively complex websites and strict brand guidelines, giving those key personnel the means to easily update, modify and publish content for the sites while adhering to the guidelines.

Collaborative Content Management. CCM enables multiple people to access and modify a single document, such as a legal document. It’s ideal for organizations that must manage projects involving multiple stakeholders. CCM makes it easy to work together while keeping track of, and updating, the most-current version of the document.

Transactional Content Management. This type of ECM document management is designed for organizations that repeatedly use varied types of content, including records, paper documents, and digital files. TCM solutions capture content from various channels, classify it, store it, create an automated workflow to ensure the right user receives the content at the right time, and even deletes documents when they’re no longer needed, all while working seamlessly with other apps and databases, ensuring all of that content is available throughout the company.