The diagram above illustrates at a macro level the relationship between knowledge, content, documents and records and represents a sample of the issues that need to be assessed when reviewing an Enterprise Content Management (ECM) implementation.  ECM Scope provides a real world perspective on how all these different elements work within an Information Management and ECM strategy. 

The knowledge that resides within many enterprises is impacted by the culture, the collaborative practices and the commitment level by senior management to supporting knowledge sharing activities.

Content is derived from the knowledge-based activities that are undertaken throughout the enterprise. Not all content takes the form of documents and in many cases content management systems were originally designed to handle a variety of content objects that essentially make up a document. Nevertheless, a document (whether in electronic form or paper) is the basic communication device in what is considered unstructured form (as opposed to structured data records – which in some cases can be embedded within different electronic documents) that is used in most organizations.

Document management (DM) systems were and still are developed to provide a library and/or repository where documents can be created, managed, and stored for easier access by departments and users across an enterprise. Not all documents are records and records can be both structured (such as data records) and unstructured.

Records can be documents but have a more rigorous process associated with managing them. Records can include books, papers, maps, photographs, machine-readable materials, or other documentary materials. They can be created or received in connection with the transaction of public or private business. Records management systems have had their original roots in tracking the whereabouts of a paper-based records and providing an audit trail for the access and eventual disposition (read that as destruction) of a record.

If you look at where e-mail sits in this diagram it fits squarely in the Document space and it has become a very crucial document, not just in terms of transferring information from one person to another, but sometimes serving as a historical record of a business transaction. Wikis, blogs, instant messages and web pages are also becoming enmeshed in the business strategies of many organizations and as such, need to be incorporated into their records management strategies, policies and procedures.

Records and records management practices are the linchpins of compliance and discovery activities within many enterprises and need to be integrated into the working activities of employees.  This is easier said than done.  With so many technology alternatives it can sometimes seem like it's better to do nothing than make a bad decision.  ECM Scope can help you make the right decision and avoid the risks of inaction.