Most document management systems can be considered records management systems, but not all. Thus, a robust DMS can set up your organization for success. Read on to see why knowing the difference between the core concepts of document and records management can help you make the right choice when choosing software for your organization.
下面是每个术语的定义, followed by the three key characteristics that distinguish these practices from one another.
一种文档管理系统 involves the capture, storage, modification and sharing of physical files within an organization.
Generally speaking, practicing document management offers opportunities to:
- 改善 业务流程 和组织效率.
- Reduce the amount of physical space used to store documents, 比如文件柜, 箱子和架子.
记录管理 systems establish policies and standards for maintaining diverse types of records. Some, but not all, documents within an organization become records.
记录管理 can be thought of as a subset of document management 这也可以促进以下方面的努力:
- 应用要求 保留时间 记录.
- 确定了一个保管链和一个适当的 审计跟踪 两者都存在于每个记录中.
- Assist in e-discovery issues and applying legal holds 记录 when needed.
- Manage the proper and timely disposition of records.
- Develop and administer records policy and procedures for electronic or paper records.
What makes document and records management systems different?
Although you may use the same system for document management and records management, 这些类型的内容以不同的方式管理. These differences in management practices include: the 的目标, 或者每次练习的目的 信息 或每个实践中涉及的内容， 方法, 或者每次练习的方式.
文档管理的目的是提高效率. 批准文件更快, reducing manual data entry and automating recurring tasks are some of the many functions of document management that work toward this goal.
记录管理的目标是遵从性. A well-maintained records management system helps organizations avoid penalties when audited by regulators, 审计员和其他理事机构.
Document management and records management share a common goal of 业务连续性. Shortcomings in either can contribute to organization-wide challenges. 然而, when both document and records management work toward their goals (efficiency and compliance), 在你力所能及的范围内，组织弹性更好.
The 信息 of document management is comprised of transient content. Invoices are signed and then sent off to the next approver, 旧的草稿会因为修改过的草稿而被丢弃, 表单从提交者传递到审阅者，等等.
The 信息 of records management is comprised of historical content. The status of a document is determined by different phases of the 记录生命周期，如下所示:
The methodology of document management is content-driven. As mentioned above, content is the catalyst for all document-related activity. 因此, document repositories are usually organized with the needs of general users in mind: finding documents by keyword or title, keeping all documents together by employee or project, 等.
In contrast, the methodology of records management is context-driven. Records managers care more about document types (insurance records, employment applications, 等.)而不是实际文件上的文字. 作为一个结果, retention schedules are the catalyst for records-related activity, as different types of records must be kept for different lengths of time, 在不同的条件下.
For an overview of how document management can help your organization streamline operations, 看冰球突破网站首页的研讨会, ECM 101: An Introduction to Document Management Features.
了解如何为审计做准备, protect sensitive records across the enterprise and more in our ebook, 电子档案管理终极指南.