When do I need it?

Mail Managerthe email management solution developed by Arupexplores how document management and records management differ, and when you need them

As organizations store increasing volumes of digital information, it becomes increasingly essential to manage and store their data efficiently and securely. As this need grows, we find that document management and records management processes overlap.

As the industry continues to evolve, it is essential to know how these two distinct disciplines work and how they differ.

Document Management vs Records Management

Document management and records management are two processes that help companies manage and store information efficiently and improve their data discovery. However, there are distinct differences between the two that affect your decision on which one you need.

What is document management?

Document management is the process of using strategies and tools to structure unstructured data. This is achieved using Document Management Systems (DMS), which allow organizations to create, edit, search, share, manage and store their Word documents, images, presentations and spreadsheets.

The essential goal of document management is to ensure that information is organized appropriately and to enable employees to find the information they need when they need it. It’s also essential to maintain version control, establish a single source of truth, and digitize physical documents. This process also makes it easier for users to search for documents, find them faster, and prevent information from being lost or filed in the wrong place.

These benefits are especially critical for organizations in highly regulated industries, such as architecture, construction, and engineering (ACE) firms, law firms, and healthcare providers. Ensuring documents are properly classified and easy to find is essential to meeting compliance requirements and ensuring security. This helps businesses detect and prevent malicious behavior and minimizes the opportunity and threat of human error.

Additionally, a good DMS solution is essential to help businesses streamline the time-consuming and costly processes of manually managing and organizing documents.

What is Records Management?

Records may look the same as documents, but there are subtle differences between the two. The International Organization for Standardization (ISO), which has a ratified standard for document management, describes documents as information created, received, and retained as evidence or as an asset for business transactions and legal obligations.

Although it defines records management as the process of effectively and systematically controlling the creation, maintenance, receipt, use and disposal of records. This includes establishing processes around the capture and maintenance of information regarding business activities and transactions.

In other words, a record is something that bears witness to business transactions, activities surrounding legal jurisdictions, and specific regulations that a business must comply with.

Records management provides a process for businesses to meet their legal requirements and comply with increasingly stringent data privacy regulations. It helps companies implement strict auditing policies and processes that ensure well-documented systems. This is essential when it comes to being audited and avoiding substantial fines or legal action for mishandling records.

Records management is also crucial for organizations that must comply with strict data retention requirements. For example, it helps them implement processes around access controls, maintaining audit trails, data retention periods, and maintaining inventories around records. Having this system in place also helps businesses with eDiscovery and managing their records, such as archiving, deleting, and destroying records at the right time.

Document management software helps companies capture, store and dispose of business documents. It is often essential for large organizations that maintain vast volumes of documents. A dedicated system helps these companies secure restricted files and maintain appropriate privilege levels. Although it is also beneficial for companies that maintain physical documents and electronic files.

The need for more efficient data management

DMS and RM solutions are crucial as organizations seek to manage and maintain increasing volumes of information in different formats. As data volumes grow, the risk of incomplete audit trails, legal non-compliance, collaboration errors, inefficient search functionality, data duplication, and increased storage costs also increases. .

Document and records management solutions eliminate these risks. They increase the discoverability of data, save employees the arduous task of filing data in the right place, and keep them from wading through vast email inboxes and file repositories to find the documents they need.

How Mail Manager can help you

Mail Manager allows businesses to organize information in shared locations, eliminating the need for documents to be locked away in individual inboxes. Data is stored in centralized folders that reduce inbox storage space and make it easier for teams to collaborate on documents. The solution uses artificial intelligence to learn about users’ filing habits and understand the most appropriate folder to file a document.

Mail Manager also offers an AI-powered search feature that allows employees to find any document in seconds. This ensures that you no longer have to search through inboxes or folders to find a document. Instead, users can quickly find information based on sender, recipient, date sent, or attachment included.

It’s time to avoid your usual email headaches. To learn how you can reduce risk and increase collaboration on projects, download our guide’Transform your project information management by adopting Sharepoint‘.