Enterprise Content Management vs. Document Management Software

 

A content management system is a type of software that manages and organizes digital information. Enterprise Content Management (ECM) systems provide an all-inclusive solution for managing, storing, retrieving, and publishing content as well as workflow automation. Document Management Software (DMS) is similar to ECM, but it typically focuses on document management only. Enterprise Content Management includes both document management features and other functionality such as web conferencing, while DMS does not include the additional features.

KEY:

ECM – Enterprise Content Management

DMS – Document Management Software

CMS – Content Management System

This confusion has led to vendors marketing their products as broadly as possible. These content management systems have many similarities, but understanding the differences is essential in deciding which one will work best for your company. These content management systems of organization and storage share features. This article will discuss how the various content management systems function and differentiate themselves.

In this article, we will examine what the two most common digital information management words entail; Document Management Software (DMS) and Enterprise Content Management (ECM). Before determining which system is best for your organization, you should understand the in-depth differences between these two solutions.

Though both the models are useful for different needs, they have some intrinsic differences in functionality that may or not be beneficial to your company's needs.

DMS vs. ECM:

Document Management Software (DMS)

Let's first define what Document Management entails. Document management is a system for storing, organizing, and tracking documents.

According to ISO 12651-2, information or objects that can be treated as a unit may be called a document. Simply put, anything written or printed that provides information is considered a document.

This article will focus on and help clarify the benefits for those preferring a more simple system, primarily for document lifecycle management rather than organization and storage of data. DMS is widely used in the creation, review, and storage of documents.

In addition, document management software facilitates collaboration across virtual teams and among users.

What DMS can offer:

These processes are to be coordinated so that we can edit documents from multiple participants.

Version control is important to ensure that each file has a distinguishable version of the latest changes. This is also useful for regulatory compliance and fraud prevention.

Audit trails allow the reconstruction of various editors during the document's lifecycle.

In the most basic sense, document management software allows multiple users to simultaneously view and edit documents while providing audit capabilities. If your company is mostly document-driven, a content management system may be the right fit.

Enterprise Content Management (ECM)

Industries with large content libraries and more complex data management need typically deploy Enterprise Content Management systems. Content Management means the systematic collection and organization of materials in order to make them available.

Though ECM can handle many document management needs, there are still numerous overlaps that your company may not need. ECM, or enterprise content management, typically focuses on managing unstructured electronic files. Essentially, an ECM is a more powerful version of DMS.

ECM is an automated system with dynamic strategies, methods, and tools that deliver information to particular audiences. ECM software is often utilized to manage website content because of its versatility.

What ECM can offer:

Social content management system

The ability to organize and store video rich media assets

Stores high volumes of unstructured content

These high-octane security and compliance features

Information analytics and insight

Content management systems are tools that store and organize electronic data and visual content in a way to easily find what you need. Is your company visually or graphically driven? ECM may be the system for you.

Which is Right for You?

There are many similarities between content management systems. Here is an example: 20% of an ECM is DMS. They both offer the same features related to high performance and exceptionally low costs. The downside is that a major upgrade will need to take place first.

Content management systems have a lot of differences between them. That they are able to provide either web-based or network-based collaboration and information sharing; Both systems can track files through their full lifecycle and provide security.

It's important to note these systems can be used in tandem. ECM and DMS are both vital document management systems in companies, streamlining the organization, development, planning, and storage of files.

For a business that requires security, organization, and collaboration from its content management system, docupile is the best option. Docupile is perfect for your company since it helps manage most of your paperwork. Find the right solution for you today!