Document and Content Management – Is There a Difference?

Many businesses are looking to automate their business processes to streamline their workflows. Two of the most common tools for accomplishing this are document management systems (DMS) and content management systems (CMS). They sound like they might be similar in nature….and in some respects they are, but they have important differences to consider.

Similarities

Both document and content management systems offer:

• Digital document management
• Help with creation, storage, and distribution of data
• Easy and fast data retrieval
• Security
• Easy collaboration
• Automated workflows

Differences

There are some important differences between document management systems and content management systems, however. A DMS deals with traditional documents, such as Word, PowerPoint, PDFs, and similar text-based file types. Its main purpose is workflow management and regulatory compliance. DMS applications typically have scanning functionality including character recognition.

A Content Management system, on the other hand, is used to create, manage, and distribute a variety of types of digital content, including images, web content, and audio files, and can handle text-based documents. Its main purpose is the storage, retrieval, and publishing of this content. It’s ability to handle both structured (text-based) and unstructured (audio and image files) data sets it apart from a DMS.

Which is better?

Whether your business chooses a DMS or a CMS depends on your needs and goals. While a content management system can handle structured data files, it is not its main purpose. However, a CMS system is invaluable if your business is dealing with images, web content, audio files, and other unstructured data.

A DMS system is an excellent management tool for common structured file types. They typically include imaging and scanning capabilities that allow you to capture printed and hand-written text, allowing you to index and store this data, and integrate with your existing enterprise software applications.

Regardless of which you choose, a digital file management system can help your business be more efficient and profitable. Not sure which type of system will help meet your company’s needs? Give us a call and ask us about a free document assessment for your business!