|Document Management Software
• Definition: software that stores, tracks and manages electronic documents.
• Basically a digital filing cabinet with increased security
• A simpler solution that is easier to use and requires less management
• Document management systems are often confused with ECM, but are in reality of subcategory of said ECM
• Designed to control the lifecycle of documents which includes creation, retention, and accessibility
• DMS is the core solution to the problem of helping companies organize, retain, and safeguard their documents, but it only addresses organizations’ initial needs.
• Designed specifically for data already contained in structured documents and files like Word, PowerPoint, Excel, PDF, and other popular formats.
• Purpose is primarily to digitize and archive files and track and manage new documents throughout their lifecycle, as they are written, revised, and updated.
• Origins: Document management started in the 1990s as document imaging, where paper documents were scanned for electronic storage and retrieval. Over time, these solutions evolved to include management of digitized information such as electronic forms and emails. Then, they incorporated basic document routing and workflow to help organizations automate business processes.
• Focus on branching out of paper-dependent arena.
• A precursor to ECM.
• In Mega doc, discuss desktop and online features of performance and professional packages. These are more DMS
• audit trails, indexing, versioning, storing,
• role based user permissions, management of documents, imaging, OCR, etc.
Qualitative Shared Similarities:
• Accessibility, streamlined processes and great security features.
• Both SaaS technology
• Both strive to manage unstructured data
• Both share indexing, workflow, versioning, and audit trails.
• Add-on tools and modules are common in most ECM and DMS packages.
• Fully centralized storage of files in digital format
• Provide disaster recovery
• Cost savings
• Both help companies go paperless
• ECM provide every capability of DMS, but not the other way around.
• Although ECM contains the word “enterprise”, both are useful for organizations depending on their size, purpose, and scope of responsibility.
• Both are unbound by storage geography
• Both benefit the environment
• Both are used for similar purposes, albeit on scales of different size.
• Both are sold by organizations with integration technology, although ECM tends to have more of this integration support/technology
• Facilitate green technology
• Integration takes similar amounts of time
• both are designed to consider retention regulations
• both emerged through organizational use, but have origins in consumer grade technology
• Resellers are trained to implement systems the same way
• Reduces TCO (total cost of ownership)
• File sharing
• Mobile access
• Contribution and management
• Accountability facilitators
• Advanced system searching options
• Integrated workflow
|Enterprise Content Management
• A formalized means for storing and managing an organization’s process documentation and other content.
• A super-sized, high power DMS
• Requires a greater burden of responsibility
• Think of it as an intelligent being able to automatically recognize content within documents and “know” where/whom to send it to.
• Risk-driven users are generally the most drawn to this system, in that it provides risk management and business continuity, plus compliancy to strict governmental restraints. Great for doctors, lawyers, universities, etc.
• Manages images, graphics, web page content, email, video, rich media assets.
• Email management, imaging, digital asset management, document centric collaboration, business process management.
• Helps configure high volumes of unstructured information
• For larger organizations who can accommodate a much higher price
• Better security features
• ECM includes all the features of a great DMS, enhancing them with the ability to handle alternative media and effectively manage unstructured data.
• Measures information.
• Not to be confused with BPM, although both have open-source options.
• More scalability and integration capabilities
• Integration takes more time
• Offline access
• There are more legal based ECMs than there are DMS based legal technologies
• Costs more and takes longer to train employees to use it.
• In Mega Doc, Discuss enterprise version of efconline and desktop. These are more ECM.
• Digital asset management, indexing, document collaboration, workflows, audit trails, business process management, email management, imaging,
• Records management
• Social content