6 Major Differences Between Records Management and Document Management

Each and every business that exists today involves working with different kinds of content. Witnessing the significant rise in the importance of compliance and other management issues, some systems are incorporated into companies.

Discussing the types of management systems, we have two major systems, which are document management and records management. Document management systems are well-known for helping your organization control all of the content of your organization. Whereas on the other hand, the records management systems help ensures that your information stays secretive and protected.

Well, the major difference between a document management system and a record management system lies in the commodity that is being managed. Dox and Box is well-known for incorporating the best records management systems into business operations and is certainly the best document management company in India. 

In this article, we will be discussing a total of 6 major differences between records management and document management.

How Does Records Management and Documents Management Differ

Definition

Document Management System - As the name suggests, a document management system can be considered software that is developed to make it convenient for the users with a shared purpose. The software allows the users to gain access to all the documents in the organization, along with providing them with the ability to collaborate on those documents.

Records Management System - This is a software that plays a major emphasis on identifying, storing, maintaining, and managing data. Here, we are talking about the data that is utilized for describing events in the work cycle of an organization.

Storage 

The storage approach of both systems is different than each other. The Document Management System allows the users to access the information stored in the system more conveniently and quickly. Records Management System requires that the records are kept in their original format or version so that they can be presented when required for compliance.

Objective

The main objective of a Document Management System is to categorize the documents in a more serviceable condition so that they can be recovered easily. Records Management System, on the other hand, plays a major role in streamlining the activities and processes of records so as to aid retention approaches and strategies.

Advantages

Talking about the major benefits of incorporating a Document Management System, it is the contraction in physical space that is used to reserve documents like file cabinets. In addition to this, the DMS is responsible for streamlining the workflow in an organization by facilitating collaboration. The Records Management System holds the responsibility of controlling the quantity and quality of records by making sure all the records are aligned with the legal compliance.

Security

Well, it should be noted that there is no compromise in the security factor in both of the systems. However, what’s the major difference is that with the document management system, you have a choice to add security measures, whereas, with the records management system, the security factor becomes a necessity.

Disposal

In a document management system, the situation for disposal arises when the life cycle of the document has been complete, and there is no need for the particular document to be taken care of. Well, on the other hand, the elimination of records is usually controlled by the law maintaining bodies, and there are strict procedures. This is because the records can possess crucial information related to the organization.

Why Choose Dox and Box for Incorporating DMS and RMS

If you are looking forward to hiring a third-party document and record management system providing company in India, then Dox and Box is your one-stop destination. The firm is highly recognized for offering state-of-the-art document and records management solutions to organizations. What adds more to the value of the services provided by the firm is that all the services are highly cost-effective. 

From document scanning document digitization to records management, facilitating unhindered access to documents, and disposal of records and documents, Dox and Box has got you all covered. It is known as one of the most efficient cloud data management companies as its cloud services are very affordable and effective.

Let the experts manage all your organizational data and records so that you can focus on growing your business.