The terms document management and business content management are often used confusingly, even when viewed as synonymous. This phenomenon can be motivated by different causes. Criteria used translation problems or even commercial interests, according to the popular term.

Document management vs. enterprise content management

AIIM - International Association for Information and Image Management - defined until 2017 the term enterprise content management, as a broad concept encompassing the strategies, methods and tools for capturing, managing, storing, keep and distribute content. And documents related to organizational processes. Commercial content does not mean that it is used exclusively by companies, but that it can be used by institutions, foundations, NGOs and organizations of all kinds.

Document management is the set of rules and techniques for managing documents (of all types), received or created in an organization, to facilitate the retrieval of information concerning them, to determine the retention period, the deletion policy; while ensuring the long-term preservation of the most precious documents according to rationalization and economy criteria.

Document management system and enterprise content management

Now let's talk about the tools: enterprise content management system and document management software. While a document management system focuses on the entire document lifecycle, from document scanning to the storage, sharing and publishing, an enterprise content management system manages all types of content, broadly understood as "unstructured information", such as videos, images, emails, web pages, etc.

Document management is part of all enterprise content managers, in the sense that both technological solutions require the storage or access to documents or objects. Document management would also be the starting point since any organization must manage its documents. The use of one technological option or another depends on many factors, notably the type and quantity of needs and / or volumes, which justify the automation of a process or activity.

Characteristics of a document management system

Among the most notable are:

1) Document creation: electronic document management systems must be able to generate documents in electronic format and contribute to the digitization of paper documents.
2) Capture: the insertion of scanned documents means that the document management software has integration functions with multifunction printers or scanners and, in turn, with OCR or OMR components allowing the scanning of documents while responding to other goals.
3) Security: electronic document management cannot occur if the software used cannot guarantee specific conditions of use. The document management software must make it possible to establish the security required by each information node of the system (right to read, edit, copy, delete, etc.).
4) Indexing: an essential element to be able to use the file correctly. Indexing is essential when classifying or classifying documents and in the correct location in the repository.
5) Metadata: This is essentially key information in the document. It can be contained in the file (barcode of a product) or associated with the product (management of information stored in a database informing of the origin, the date of shipment, delivery, data which do not appear explicitly in the document)
6) Workflow: BPM (Business Process Management) is not an intrinsic part of document management, even if today, almost all organizations expect this element to appear in the document manager. Workflow engines allow you to create a workflow for managing documentation or information to meet all the requirements of business processes.
7) Research and restoration: electronic document management systems must offer users the possibility of searching, and therefore of searching for documents, using, if possible, several criteria, from the name of the file to the title, including keywords, by content (any word or part of the document), by full-text search. In terms of recovery, although the concept may seem simple, the task of recovering a digital asset can be complex. A simple search in databases can allow the retrieval of a document using basic indexing. However, to allow for more versatile retrieval, the system must allow the user to search for a document using partial data matching the file identifier, or metadata.
8) Collaboration: features that allow users to work in a coordinated manner on the same files. Collaboration tools include things like notes, chat, task manager, shared calendars, and subscription services.
9) Distribution: A document prepared for distribution must be in a format that does not allow its modification and guarantees its longevity over time (long-term document format).
10) Records management: this is a discipline which, according to certain specialists in the field, must be included in document management, as an intrinsic element of the document manager, both because of the need to manage what is stored and decide when to destroy and how; as regards the meaning of the original term (Record Management) since in the Anglo-Saxon world, the term "Record" is almost interchangeable with the term "Document".
11) Archiving plan: the archiving plan describes the series of documentaries, the place where they must be stored, the document conservation program, the layout and the people responsible for managing them.

Characteristics of an ECM - enterprise content management

A) Storage: securely store organizational content, even items that are not designed to be stored for the long term.
B) Preservation: backup policy and storage conditions guaranteeing the organization's compliance with current regulations. This can mean coverage of updated formats or migration when the software has become obsolete.
C) Delivery: This means that the items managed, stored or kept by the enterprise content management are accessible to users. Here are the security, collaboration and distribution tools applied, among other considerations

Author's Bio: 

Using Self Service Import your team can import all of your existing contracts into CMx Contract Management Solution and migrate from your existing folders. With export your administrators can move out all your contracts from the system, you are the owner of your data at all times.