Document Management, Record Management, and Content Management are all the same thing, right? Not necessarily. To properly understand how business data should be managed, it is first important to define a few terms.
Whether physical or digitally-born, documents come in a variety of formats such as faxes, letters, emails, service proposals, reports, spreadsheets, etc. Documents are used as a means of communication, information collection, and collaboration. They are typically transient, and are generated and/or modified during a specific business process or task.
Records, on the other hand, serve as unalterable receipts of business transactions, communications, decisions, or business specific tasks. A record may exist as a single document or as a collection of multiple documents that possess long-term value. In a sense, records are an organization’s memory.
Content is the term that encompasses documents and records as well as other forms of information such as instant messaging, social media, websites, and other unstructured data. Electronic Content Management (ECM) is a relatively new phenomenon, and has only been around since the inception of social media and mobile communications.
Your business documents, records, and other content are your company’s most valuable assets; and they should be properly managed. Enforcing security, implementing proper taxonomy , and maximizing efficiency while maintaining control of business data is vital for a successful company.