In recent years, enterprise digital assets have increasingly come under the spotlight. Be it explicit knowledge such as basic corporate information and annual reports, or tacit knowledge like work documents and accumulated experience generated over time by teams, both play an indispensable role in corporate development.
Most knowledge – based and high – tech enterprises place great emphasis on their knowledge and talent development. An increasing number of team decision – makers have come to realize that proper classification, organization, reuse, and circulation of digital assets can significantly enhance a company’s inherent strength, thereby boosting its core competitiveness.
What aspects of digital asset management are of concern to most enterprises?
Specifically, different enterprises have diverse needs when it comes to digital asset management. Some focus on orderly knowledge management, others on information synchronization among members, and still others on efficient integration and presentation of past materials. After providing consulting services for the establishment of unified document management platforms for over 900,000 enterprises, Shimo Office has found that the knowledge asset management of most knowledge – based and high – tech enterprises mainly focuses on the following three dimensions:
- Collaborative work file management to meet daily business needs
- Organizational structure – based management efficiency improvement
- Effective team knowledge circulation and attention to the growth of future talent
Common work file collaboration (documents, spreadsheets, slides, PDFs, etc.) is one of the most widely – used functions in enterprise digital asset management. With cloud collaboration, local editing time can be saved, and real – time updates are possible.
When the basic document collaboration needs are met, enterprises tend to focus more on improving organizational management efficiency. By integrating the organizational structure with the digital asset management platform, companies can achieve more efficient management through precise distribution of document and personnel permissions.
Moreover, in any era, talent is always the most valuable asset for enterprises. Team members can deposit and share their experience and best practices through cloud – based digital asset management platforms. By using collaborative structured documents, valuable knowledge can be preserved and effectively circulated within the team, greatly accelerating the work familiarization process for new team members.
After research and selection, most enterprises will choose a unified document management platform that suits their needs from the market to meet the above requirements.
What kind of unified document management platform can meet enterprise needs?
With a wide array of unified document management platform products available on the market, how can enterprises choose one that allows for free sharing of work experience and knowledge?
Here are 10 key selection criteria that enterprise management can focus on when selecting a product:
- Support for quick launch within 2 days and easy adoption by all staff
The ease of use of the unified document management platform is an important consideration for enterprises. A sufficiently user – friendly platform can enable enterprises to quickly build from scratch. It also allows employees to quickly get started. A platform that a team can quickly adopt can stimulate employees’ desire to actively share, thereby helping everyone in need, instead of being just a formality.
Shimo Office, with its years of rich experience, has shortened the construction time of the unified document management platform to within 2 days. It also uses the most familiar cloud – based Office suite as the foundation, compatible with 99% of the content and formats of traditional Office, making it easy and fast for employees to get started.
- Has a unified document middleware and supports multiple file formats
For many enterprises, a major function of the unified document management platform is to re – classify and store existing materials for easy retrieval and search by subsequent team members.
Shimo Office’s enterprise – level cloud storage feature – Team Space – supports online upload and real – time preview of various format files such as Word, Excel, PPT, PDF, images, and audio – video. This allows for the complete retention of internal project and training materials. With the help of a tree – like directory structure, team members can quickly browse the cloud storage folders, move, view file content, and set up collaboration and sharing for files.
- Has the ability for multi – person, multi – location, multi – level, and internal and external collaboration
As an important space for team wisdom and experience creation, the unified document management platform often requires real – time content updates, multi – person, multi – location, multi – level, and internal and external enterprise collaboration.
Shimo Office’s cloud – based Office allows for real – time saving of documents, enabling multiple people to simultaneously edit documents and spreadsheets. In addition to inserting images, audio, video, and links into files, it can also associate commonly used third – party content and display it directly in the document, keeping it updated in real – time. File modifications are synchronized in milliseconds, making it convenient to view edit history records at any time and support one – click restoration of any historical version. Files can be shared with WeChat, SMS, DingTalk, and other instant messaging platforms with just a link. Collaborators can initiate discussions and communications at any position in the document, and the document or the entire unified document management platform can be shared with external collaborators, customers, or those associated with the project.
- Has company and department – level bulletin boards for convenient real – time information release
A major characteristic of the unified document platform is its unified space. For enterprises that often need to release important announcements, the platform can be used to build a corporate bulletin board with real – time updates. There is no need to send important notifications via IM tools like DingTalk, which may be overlooked.
A unified information release channel not only reflects the orderly management of the company but also avoids the informality of IM tools, making it more convenient for employees to check information at any time.
- Each department has an independent space while supporting cross – department collaboration
The efficiency of collaboration within and outside departments determines the overall collaborative efficiency of the enterprise. Therefore, each department needs a dedicated collaborative entry point. Through this entry point, departments can manage personnel and documents well, which helps to turn a single – department entry into a multi – department collaborative entry, facilitating cross – department collaboration within the enterprise.
The folder directory tree of Shimo Office can help enterprises automatically divide departments, making departmental collaboration well – organized.
- Has full – site text search capability for quick location of relevant materials
An excellent unified document management platform should not only meet the basic cloud storage and writing capabilities but also have strong search capabilities, enabling team members to quickly find the required materials based on vague memory.
Shimo Office supports searching by file type, time dimension, and advanced options, allowing for easy and quick location of files by type.
- Supports multi – terminal access for remote collaboration anytime and anywhere
The unified document platform needs to meet strong accessibility at any time, enabling team members to find suitable materials when needed.
Traditional unified document platform management is deployed locally within enterprises, which has the disadvantage of strongly binding people to a single device. Shimo Office’s unified document management platform not only solves the multi – device access problem but also ensures the accessibility of document resources at any time and the long – term construction of the enterprise document platform.
The integrity of Shimo Office’s unified document management platform makes enterprise materials more structured and easy to trace back.
- Comprehensive security protection mechanism to prevent enterprise information leakage
Sometimes, the unified document management platform stores a lot of sensitive enterprise information. How to protect this information from leakage is very important for enterprises.
Shimo Office can provide comprehensive security protection for the system, links, files, and content. Combined with process recording and abnormal monitoring, it builds a comprehensive security system that runs through the entire process of document production and sharing, providing all – round security protection for enterprise data assets before, during, and after the event. It also complies with the ISO/IEC 27017 security certification system.
Shimo Office’s unique content – level security management allows the editing process to be monitored and responsibilities to be assigned. It supports independent setting of operation permissions for the smallest content units and one – click restoration of history, effectively avoiding content misoperation and deletion. It truly realizes content – level security control and escorts your enterprise unified document management platform.
- Supports private deployment to meet more customized needs
For medium and large enterprises, deploying the unified document management platform SaaS service locally can greatly enhance data security and meet more customized business scenarios.
Shimo Office is the first in China to launch private deployment of the unified document management platform. It can build a more powerful, secure, and customizable exclusive document platform for enterprises. The entire suite of Shimo Office and its overall service can be deployed on the enterprise’s own server, supporting public cloud, private cloud, and on – premises deployment. Under the premise of enterprise data self – control, Shimo Office suite can be used, and it supports connection with existing systems via API, enabling efficient linking between existing systems and Shimo Office suite. This meets the enterprise’s higher – level security requirements and supports enterprise customized needs with years of technical accumulation and project implementation experience.
- Supports IM and OA integration for quick synchronization of organizational structure
The biggest difference between personal and enterprise unified document management platforms is that the latter has higher requirements for file and personnel management.
Shimo Office’s enterprise management backend supports integration with IM and OA organizational structures. Documents are self – adaptive to the enterprise organizational structure, allowing enterprise owners to achieve document authorization and hierarchical management according to the enterprise management system.
Documents are an important asset of an enterprise. Shimo Office is used by enterprise members and belongs to the enterprise, without the need for frequent changes due to personnel turnover. Any minor changes can be traced, and the editing process can be monitored. Through design in various ways such as editing, exporting, and viewing, it solves the multi – level permission setting of documents in actual enterprise operations and achieves responsibility to individuals.
Shimo Office classifies and manages a large amount of valuable plans, strategies, achievements, and experience knowledge in enterprise organizations, breaking down the information barriers between departments and successfully building an enterprise document asset management system.
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