So what is records management?

Unlike enterprise content management systems, a records management software system tracks physical, paper and electronic records through their lifecycle.

Records management refers to an organization’s need to capture, store, manage, track retain and destroy its records—whether in paper, physical or electronic form. Records management software systems help businesses and government agencies manage a variety of activities and functions, from file requesting and tracking to retention and disposition to access and security.

Records management is often confused with enterprise content management (ECM). But in fact, the two are focused on solving two entirely different problems. While ECM fosters electronic collaboration and data sharing across an organization, records management focuses on preserving the integrity of records throughout their lifecycle. Records management systems are designed to maintain a record’s integrity, track the chain of custody and manage retention and destruction. Furthermore, in a records management software solution, records in any form (electronic or physical) can be managed in a single collaborative system.

Adding to the confusion, terms such as "document management" and "electronic records management" are also sometimes used in a similar context. Electronic records management is part of the functionality—along with physical item and paper file tracking—of records management software, which is distinct from digital-only content management or document management applications.

A wide variety of functional, departmental and industry-specific words, acronyms, and phrases are used in discussions of records management, filing systems, human resources, and government agency and law enforcement recordkeeping. Some are unique to this realm, while others are more commonly used terms that have a unique meaning when used in records management discussions. You can find detailed definitions of these terms and concepts within their records management software context in the Glossary of Records Management Terms.

And records management is a function that’s growing in urgency and importance. Analysts estimated the worldwide records management software market at approximately $350 million in 2006, an increase of more than 30 percent from 2005.

SmeadSoft: The Undisputed Leader in Unified Records Management Software

SmeadSoft is the leading supplier of unified records management software solutions and filing systems designed to help organize and simplify the lifecycle management of a record in any form. We offer government, commercial and consumer applications that tie together software, services and corresponding paper products, delivering unparalleled ease of use and organizational clarity.

To learn more, download SmeadSoft records management software white papers for government, business or law enforcement.