Transactional content management sounds complicated...
Trust us, we know. But in a few words, transactional content management (TCM) is actually just processing your transaction-based content. You know all those filing cabinets in your accounting department that hold old, paid invoices? That filing cabinet is already part of your current TCM system. But why does all this matter to you?
The difference between ECM & TCM.
You've probably heard us use the phrase enterprise content management or ECM multiple times, especially in regards to SharePoint. But you can't truly understand transactional content management until you're up to speed on ECM.
Enterprise Content Management is a set of defined processes, strategies, and tools that allow a business to effectively obtain, organize, store and deliver critical information to its employees, partners and customers.
So how does TCM differ, really? Well, transactional content management is actually a subset of ECM, but it is focused on document-driven business processes instead of collaborative or creative processes.
Transactional Content Management supports frequent processes that demand scalability, such as accounts payable processing, with a high volume of generally static documents that require automation, as well as, human approval.
Transactional content vs collaborative content.
Understanding how transactional content management works in the real world of business is important for how you inform your taxonomy and metadata structures in your repository of choice, like SharePoint. It's important to understand how your organization uses and processes all different types of content.
So what is collaborative content?
Collaborative content is the stuff that changes frequently. It's created by an employee, and usually many versions are created by that employee and shared with other employees. Collaborative content is very flexible, creative, and project-focused.
- Microsoft Office documents
What is transactional content?
Transactional content are the documents that are created outside of your organization. These documents rarely change and typically have few versions made. Though while they are not really changed much, they are accessed a lot during the transaction. After the transaction is finished? The document is usually placed within an archive and retention system. And transactional documents are usually cross functional process-driven.
- Vendor invoices
- Employement forms
- Insurance claims
- Financial forms
- Signed contracts
- PDF's and TIFF's
Managing transactional content.
Understanding the different types of content your organization handles, how that content flows through its natural process, and what your company does with that content after its no longer needed is incredibly important for creating of a well-oiled TCM & ECM machine.
Typical ECM & collaborative methods and tools that you see out on the market are typically geared toward collaborative documents and processes. A lot of the out-of-box features of SharePoint Online are incredibly useful for your standard ECM and collaborative processes. However, we advise taking a different approach to how you manage your transactional documents and processes.
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