Document Management vs Record Management
As I am designing and implementing the Enterprise Content Management (ECM) for my company, as I am presenting concepts and initiating changes to the company electronic content management a lot of people are confused about the difference between Document Management (DM) and Record Management (RM).
I think it is easier to understand if you look back in the past and see how those were used.
RM systems were first developed to manage paper files. They could also manage other physical records, such as microfilm and photographs. RM systems help you perform the
following tasks:
• Opening, closing and registering files, folders, dockets, and individual documents.
• Tracking the location of files.
• Charging files out to users.
• Classifying records.
• Indexing records.
• Searching for records using keywords and other search criteria.
• Managing the active and semi-active retention of the records.
• Managing the disposal of records.
• Managing access to and security of records.
Newer versions of RM systems can capture and manage finished electronic records.
They streamline many of the most time-consuming records management tasks. Using an RM system makes it easier to search for records, transfer them to the records centre, and dispose of them.
RM systems were created to make it easier to manage paper records. In contrast, DM systems were created to make it easier to use electronic records. DM systems are designed to keep track of changes to electronic records, share them, and route them to different people.
DM systems integrate with most software packages that you use to create electronic records.
Typically, when you try to send an e-mail message or save an electronic record, the DM system will prompt you to fill out a profile form. The electronic record is saved into the DM system and stored on a DM server. You must go through the DM system to retrieve the record.
DM systems have several strengths, including:
• Capturing electronic records at the point of creation.
• Full text searching of documents.
• Tracking of different versions of the same document.
• Monitoring who has viewed a document.
• Capturing document images from a scanner.
• Passing documents along a workflow. This is useful where a document must be passed
through several people for editing, response, review, or approval.
Early DM systems did not manage records. They had limited ability to classify records and they could not apply retention and disposition schedules.
To Sum Everything Up
Records Management:
• Management of the record is more important than the content of the record
• The record never changes (although its properties might)
• Records require access controls, lots of them
Document Management/Collaboration:
• Without content there is no document
• The document changes a lot, that’s the whole point of collaboration
• Access controls restrict and impede collaboration, the fewer there are the better
