When you look at document and records management separately, it seems like they are enough to keep your organization data well structured. However, if you put them side by side, you cannot help but notice the thin life of difference that exists between the two. Although they do have some overlapping characteristics that lead many to believe that any one of them is enough, the truth is you need both of them to ensure your organization’s success.
Before we get into the difference between document and records management, it is important to understand what each of actually refers to. Document management is what an organization gathers on a day to day basis. It also involves storage, adjustment, and sharing of physical /digital files.
Records management mainly deals with policies and standards for maintaining a different kind of records. Some documents, not all of them can be saved as records within an organization.
What’s the main difference between document and records management?
The document and records management mainly differ in three main aspects namely goal, methodology, and information.
Goal or Objective:
The goal or main objective of a document management is organizational efficiency. It aims at the quick approval of documents which means they circulate faster within the organization by automating various tasks.
The goal of a records management is organizational compliance. Proper maintenance of records helps an organization stay updated as per the regulation as to avoid any penalties when auditors of regulators make a surprise visit.
In the case of document management, the methodology is content based. Content forms the main part of the document-related activities. You can locate documents with the help of title or keywords. This helps in keeping documents together based on a project or employee.
The methodology used for the case of records management is mainly context-driven. While managing records, the managers are more concerned about the type of document such as employment applications, insurance records and so on.
Type of Information:
The type of information used in document management mainly comprises of content that is temporary in nature. These may include drafts, invoices, old forms and so on.
Records management, on the other hand, includes content with historical significance. While employees may need documents to perform certain tasks, they need records as evidence to prove that they have done those tasks.
Thus, both document management, as well as records management, work together to achieve the organization’s goals. Shortcomings in any of them can prove to be detrimental to business. As a result, you need to ensure that your organization has a comprehensive document and records management system like the one offered by Eloquent Systems. They provide a complete knowledge management WebSuite to help you with archives, library, museum and records management, all under one roof.