Popular file-sharing services can present security risks, including unauthorized file sharing. But employees often turn to these applications for several reasons — not the least of which is that the tools provided by their companies to enable them to find and share files just aren’t sufficient. With a more advanced intelligent information management system, role-based access permission management, for example, reduces the risk of information falling into the wrong hands. At the same time, continuous developments in data protection legislation also require companies to operate with more precision and have procedures for processing sensitive data. ECM systems can be implemented to fully support these procedures.

There are problems with paper documentation, and there are problems with people using unauthorized, consumer-level file-sharing applications. What they both have in common is that IT departments and compliance departments alike have no visibility or control over where information is being stored and shared. An easy-to-use, intuitive ECM system solves that problem by allowing the IT department to apply permissions and controls more effectively.