Is Record Management the Same as Document Management?

When we talk about doing business today, it clearly means working with different kinds of content. There are always questions regarding the similarities and differences between document management and records management. Both these terms are commonly confused with each other. Even though they have some features in common, we can’t deny the fact that they are two exactly different disciplines. 

For starters, let’s say document management is a process that involves the tracking and storing or electronic files, while records management can be considered a process that involves document management but is not limited to it. In fact, records management has a stronger focus on retention, archival, and compliance issues. 

A major difference between records and documents is that records are usually more formal than documents, and they are required to be managed more closely. A document might continue to evolve over the course of its journey, and a record is considered complete. Once a piece of content has been labeled as a record, there is no way you can alter it without creation of a new, separate record. 

Well, both services are required by organizations in order to ensure a seamless workflow in the company without any hassle. If you want to get your hands on the top document or record management service in India, then you are at the right place. Dox and Box is the leading name in the list of companies that are excellent at providing document and record management services. 

Discussing the Major Differences Between Document Management and Records Management

Document Management

This is a process of facilitating the organization and control of the overall documents of an organization. Documents can be considered the information that is created in order for the organization to operate. The process of document management includes the reduction of lost or misfiled documents, offering faster search and retrieval of documents, reducing the physical storage space, and helping organize the existing documents so that the overall efficiency of the organization is improved. 

Talking more specifically, this process is utilized in order to track and manage documents that are already in process. It involves the management of the overall process of document creation, from inception through completion. What adds more to the value of document management is the fact that it makes the overall process more efficient by facilitating the automation of key tasks such as assembly, approval, and quality assurance steps.

If you are looking forward to ensuring that all your organizational documents are taken care of well, then you must get in touch with one of the top document management companies in India, Dox, and Box, as they are the leading providers of the best-in-class document management system. They incorporate a DMS into your organization that is designed in accordance with the needs and requirements of your organization and is aimed at facilitating a seamless workflow in the organization. 

Moreover, it should be laid emphasis on the fact that Dox and Box should be your one-stop destination for ensuring safe document storage as it is one of the top document storage companies in Gurgaon. 

Records Management

Records are basically documents that provide evidence of activities that are performed or the results achieved. These are the types of documents that can be used as evidence of verification, preventive action, and corrective actions. 

The process of records management includes the requirements of document management, identifying records in an inventory, applying the required retention periods to stored items, verifying the existence of a chain of custody and an appropriate audit trail, and identifying the owner of each record series. 

In addition to this, the process might deal with assisting in e-discovery issues, and the application of legal holds to records, managing the disposal of documents, administering records policies and procedures, and preserving records throughout their entire life cycle. 

Records management involves the process of safeguarding the evidentiary weight a record might be carrying. 

As for the key capabilities records management processes and systems might involve, they are declaration and registration, access controls, disposition, retention rules, and audit trails. 

Why Dox and Box

At Dox and Box, the experts with years of experience in the field will be taking care of your organizational documents so that you are able to put your focus on doing something more productive and profitable for your business. 

In addition to this, the storage services at Dox and Box will help you store all your documents offsite so that you can save a significant amount of space in your office, which you can utilize for other purposes. 

Another important reason why you, as a business owner, should be getting in touch with Dox and Box is the fact that they offer the best document scanning services that can help you transition your documents digitally. If you have been thinking of going paperless, then this is your chance to go digital. All your documents will be converted into their digital counterparts so that you can gain access to them easily without wasting hours looking for them. The document and records management system incorporated by Dox and Box will add keyword search functionality to ease the process. 

Conclusion

There is clearly no denying the fact that not document and records management processes and systems are capable of bringing value to the organization. On one side, document management is a process that is helpful in ensuring accountability for the document creation process, whereas, on the other hand, records management is there in order to ensure accountability for managing records that are essentially needed to conduct the overall business of the organization. 

You must note that most enterprise content management systems these days carry the potential to provide effective capabilities for both document and records management. Dox and Box is one such firm where you can get your hands on the best-in-class documents and records management services that are aimed at easing the burden off your shoulders.