The modern world has a love affair with acronyms, which can cause a lot of headaches for someone unfamiliar with the jargon of a specific industry. No matter what business you’re in, though, you should know what DMS stands for, and you may also benefit from knowledge of what an ECM is.
DMS stands for document management software, which is software that handles file sharing, creation, manipulation, and storage. This applies to any document that your company deals with either on the internet or your business’ intranet.
ECM stands for enterprise content management, which refers to the strategies and tools used to help your business manage all content (files, documents, images, webpages, records, etc.). It is much more broad and covers a lot more than DMS.
The Main Difference Between DMS and ECM
The best way to differentiate the two systems in your mind is to remember that document management software is a part of enterprise content management. Another good thing to remember is that DMS is classified as file manager software, while ECM refers to a more vague and (as previously mentioned) broad spectrum of content management.
What Can Document Management Software Do for You?
Every business is going to have documentation in the form of insurance paperwork, invoices, tax forms, and employee information at the least, and these documents need to be safely and securely stored. This used to be the work of the filing cabinet, but DMS operates as a sort of digital filing cabinet, saving you space and ensuring that nothing could happen to the documents while being stored.
However, DMS is much more than a digital data storage center. One of the most unique and widely used features of any good DMS is what’s known as “workflow.” Workflow allows one user to create a document, which can be edited by someone else and then transferred to a third party to ensure all details are correctly filled out, and then that user sends it back to the first user, who can then send the document out to a client, print it, or file it away; all of this is done seamlessly within the DMS, which can be accessed by any computer, tablet, or smartphone that you authorize.
For example, let’s say your American company has a branch in Australia. Instead of dealing with faxing and scanning documents or taking the time to find and email a variety of documents back and forth between two specific computers, both the US and Australian branches can access the DMS and do all the required creating, editing, and sending of a given document instantaneously.
So What’s the Point of Enterprise Content Management?
The bigger your company, the more content you’re going to have to deal with on a daily basis. ECM refers to how you deal with said content. The first step in ECM is to implement document management software, and then you must come up with the proper organizational structure needed to simplify the creation, manipulation, and storage of all the other content your business deals with. The point of ECM is to streamline the process so that every department in your company is on the same page when it comes to content management. While DMS is a physical product, ECM is more of an idea that ties the DMS into all of your other document management practices.
If you’re a small or medium-sized business that simply manufactures or retails a handful of products, your ECM may not need a lot of attention, but if you’re a multinational corporation with a lot of activity being done separately and simultaneously, an ECM plan is essential to keeping everything organized and ensuring that everyone in your company can access relevant content at a moment’s notice.
Using a Document Management System for Your Business
When it comes to a reliable, trusted DMS, you can’t go wrong with eFileCabinet. Ahead of the curve in almost every aspect of document management, eFileCabinet is safe, secure, intuitive, and effective at keeping all of your files organized and readily available. The best part is that it’s incredibly easy to use and you can access it on any Internet-capable device. Thanks to Cloud storage/access, eFileCabinet makes it so that you don’t have to worry about ever being out of reach of an important document at a moment’s notice.
eFileCabinet provides an invaluable service for an affordable price, and many have hailed it as the best solution to any document management issue. If you’re concerned about ECM, eFileCabinet will make things a lot less stressful and a lot simpler.