Other differences between document and records management

[Aklima@416]

RM and DM need to talk : In the past, content management systems focused on capturing technologies to save content at the end of its life and when the organization no longer needed it. Today, big data, legal discovery, and regulations require continuous management of audit trails and records. To remain compliant, a document management system must interact with a document management system.

Usage: A wide range of users within an organization may access a document management system frequently. They may use the content to help with daily work-related tasks. On the other hand, users do not access RM systems as frequently because the documents are not used frequently by the company. As document management systems are more widely used, an intuitive user interface is essential.

Easy Search: A crucial element of a data management system is the ability for users to create, import, access, and report on content. That’s why a document management system must have a user-friendly search interface.

Broad population view only: Document management nurse email lists systems allow authors to create documents, trigger workflows, review documents, etc. On the other hand, a RM system typically provides read-only access to most users. To reduce the load on the system, it is helpful if a document management system also provides read-only access to users who do not need to create or review content.

Electronic Workflow: Document Management (DM) systems manage living documents. As such, these documents may require frequent updates and re-approval. To maintain efficiency, a digital workflow is essential.

Automation: Some document management and data management systems offer automation to ensure documents are managed and routed correctly.

Security: In the case of a DM system, security is preferred but not always a requirement. However, an RM system requires security for regulatory and legal compliance. Security measures may include encryption, accessibility, audit trails, etc.

Destruction: A document is destroyed or reclassified as a document. Document destruction is usually regulated by strict laws and guidelines.