Data
Data is a collection of facts and figures. Data is unprocessed and uninterrupted. For example, data behind a payroll system for a small company includes <N> employee names, <N> deduction entries, <N> time entries, and so many calculations. The data here is a very large number of small, uncooked ingredients.
Meta-data
It is the data about data.
Information
When data is processed it becomes information.
Content
Raw information becomes Content when it is given a usable form intended for one or more purposes. In other words the information becomes content when meta-data is applied to it. The association of meta-data helps during the content retrieval at later stage.
Content Management
Content management consists of collecting, managing, and publishing content.
Collecting Content
To collect content, you work with authors or content sources. You work with application developers to supply software code segments that create the functionality. You also make an agreement with a system administrator, who assures that, when the source code is executed the supporting systems such as database will be available and ready to respond.
Managing Content
To manage content, you send it through a variety of workflows that ensure its accuracy and relevance.
Publishing Content
To publish content, you create templates to ensure that the content always makes sense relative to the other content that surrounds it.
Enterprise Content Management
Enterprise Content Management is a framework of applications, including content management, document management, records management, Web content management, scanning and imaging tools, and collaboration tools, as well as workflow and business process reengineering tools. Enterprise Content Management solutions are normally aimed at larger organizations.
Document
Documents consist of information or data that can be structured or unstructured and accessed by people in an organization. Documents are editable and can be versioned.
Record
Records provide evidence of the activities of a given organization’s functioning and policies. Records often have strict compliance requirements regarding their retention, access and destruction, and generally have to be kept unchanged. There are often very stiff penalties for not doing so. Study has found that depending on the company, 80% or more of all documents are records. Conversely, all records are documents.
Document Management
Document management is about providing effective controls on documents through their lifespan
· templating and metadata, including tracking of related documents
· version and revision control
· workflows (including sign off and publication)
Records Management
Records management is about tracking business decisions and actions
· not simply documenting the decisions and actions, but also all information required to contextualize and justify them
· needs strong controls for evidentiary purposes.
· must be able to demonstrate the authenticity and integrity of records kept.
· control rights of people to read or modify records.
· track when actions to create or change records were taken and by whom
Document Management System
Document management System makes it easier to store, manage and collaborate on electronic information. DMS consists of following components:
· Document Repository
· Integration with Desktop Applications
· Check-In and Check-Out
· Versioning
· Auditing
· Security
· Classification and Indexing
· Search and Retrieval
Records Management System
Records management systems helps in managing the life cycle of records so that organizations can easily comply with regulations and support eDiscovery process. RMS consists of following components:
· Repository
· Folder Structure
· Scanning and Imaging
· Classification and Indexing
· Retention and disposal of records
· Records safety
· Managing physical records
· Capturing and declaring records
· Search and retrieval
· Compliance with standards
· Workflow
· Auditing and reporting
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