Records Management vs. ECM

Records management systems and enterprise content management (ECM) software applications are often assumed to be interchangeable, but are actually quite different. ECM software is designed for storing, organizing and retreiving electronic information: text files, documents, video, audio, images etc. Records management systems do the same things, but much more, because they also manage storage, retrieval and disposition (lifecycle management) for paper records and physical property.

With strong search capabilities, ECM systems are good for storing data that may need to shared across the enterprise. The more "paperless" an organization is, the better the fit for ECM.

Of course, most organizations can't go "paperless." Any government agency or business subject to regulation regarding the retention, security, access, and eventual disposition of paper records (such as an original property deed) or physical property (such as evidence in a court case) needs the added capabilities of a records management system (RMS).

RMS vendors include LaserFiche (really more of an ECM developer), Accutrac and SmeadSoft. Accutrac partners with several third-party vendors, such as TAB, a Canadian manufacturer of filing products, to provide an end-to-end records management offering. SmeadSoft, however, is able to provide a completely integrated software and filing products offering, as the company has been manufacturing its own filing products for more than 100 years. It now offers an extensive line of top tab and end tab folders, bar code and color-coded labels, and other products for high volume records management and physical property management. The company's website provides a good definition of records management software systems.

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