Six manual workarounds that reveal gaps in your ECM

Many organizations find that document management systems (DMS) and enterprise content management (ECM) platforms are vital to efficiency and collaboration. However, our recent customer survey* revealed that getting the full value from these systems isn’t always straightforward.

Challenges with integration, analytics, and ongoing support often push teams outside their systems and into manual processes. The survey identified six common workarounds that emerge when ECM tools aren’t fully automated or unified—and they’re slowing organizations down more than they realize.

ECMs drive efficiency, but fragmentation holds teams back

ECM platforms are critical to the way organizations work today. Widely used in departments like Finance, IT, and HR, they help teams move faster and stay compliant. In fact, 50% of decision-makers reported improved turnaround times, and 47% saw stronger compliance. These platforms provide a centralized, secure location for storing and retrieving documents while supporting workflow consistency and information governance.

But even with these benefits, organizations face persistent challenges that limit the full potential of their ECM platforms. Over 20% of decision-makers found gaps in integration, difficulties in analyzing complex data, and inadequate support for specific tasks, resulting in fragmented workflows and reduced productivity. When systems can’t fully connect or adapt to organizational needs, teams often turn to manual workarounds to keep processes moving.

The everyday workarounds teams resort to

These gaps don’t just cause friction—they push teams to improvise to get the job done. The survey revealed six manual workarounds that have become embedded in everyday workflows and quietly add time, effort, and risk to daily operations.

1. Email and file sharing

Decision-makers often default to email for approvals and file sharing, especially when ECM platforms don’t provide seamless collaboration or workflow automation. This reliance creates bottlenecks, version-control challenges, and missed updates, slowing processes and increasing the risk of errors. Over time, it can create a patchwork of information that’s difficult to track or consolidate.

2. Document handling

Paper-based documents remain common in many organizations, often for perceived security or compliance reasons. But relying on physical documents slows access, limits visibility, and fragments workflows. Teams end up tracking multiple versions manually, which adds time and reduces overall efficiency.

3. Naming and indexing

Without automated classification or metadata tools, teams often fall back on spreadsheets and manual naming conventions to organize documents and track approvals. These practices create a hidden layer of operational inefficiency through time-consuming searches and error patching.

4. Data entry and processing

When systems aren’t integrated and automated, teams spend significant time manually re-entering data, updating approvals, or adding details to scanned documents. This repetitive work increases the risk of errors and takes staff away from higher-value tasks. This also slows downstream workflows and reporting, creating greater operational inefficiency across the organization.

5. Compliance and security

Compliance and security checks are often applied manually, such as auditing Excel files or storing sensitive information locally. These workarounds create operational risk, reduce visibility into sensitive data, and make it difficult to demonstrate adherence to regulatory requirements.

6. Reporting

When ECM reporting capabilities are limited, teams rely on Excel, manual reconciliation, or external tools to track progress and performance. This approach extends cycle times, introduces the potential for errors, and limits the organization’s ability to make timely, data-driven decisions. Manual reporting can also mask trends that might otherwise inform workflow improvements or risk mitigation.

Why workarounds hurt—and what leaders expect instead

While each workaround may seem manageable on its own, together they undermine the value organizations expect from their ECM platforms. When content lives outside the system—in emails, spreadsheets, or paper files—it becomes harder to manage, govern, and retrieve, especially as teams and processes scale.

Decision-makers were clear on what they want in a modern platform: simpler, unified access to documents; stronger automation for classification and compliance; better integration with surrounding systems; and AI-driven capabilities that reduce manual work and improve accuracy. In fact, 60% stated they are very likely to invest in new DMS or ECM solutions, driven by the need for security, data management, and scalable platforms that can support future growth.

Leaders are increasingly prioritizing consolidation, moving toward single, AI-ready platforms that provide a foundation for more intelligent, connected workflows. Addressing these gaps allows organizations to move beyond workarounds and unlock the full value of their content systems.

Break free from manual work with a unified ECM

Manual workarounds aren’t inevitable—they’re a sign that your ECM platform isn’t keeping pace with your organization’s needs. A modern ECM brings content, workflows, and teams together by simplifying processes and making information easier to find and act on. With built-in intelligence and AI-driven automation, organizations can work more efficiently while maintaining compliance and control. Addressing these hidden workarounds allows organizations to realize the full potential of their content systems, driving efficiency, collaboration, and growth.

Learn more about Iron Mountain InSight® DXP and see how a single, AI-enabled platform helps organizations streamline workflows, reduce manual work, and maximize the value of their content.

_{*Findings from Iron Mountain Customer Survey, August 2025}