Document management, archiving, compliance... In the ecosystem of information management solutions, Record Management (RM) and GED sometimes seem to get mixed up. However, these approaches meet distinct and complementary needs.
Deciphering two worlds that organize your information assets differently.
What is record management?
Definition and scope
The Record Management is a structured process which organizes and manages all documents from their creation to their final disposal. This discipline goes beyond simple storage: it frames the complete life cycle recordings according to precise conservation and destruction rules.
The fundamental objective : Guarantee access to documents over time while complying with legal and regulatory archiving obligations.
The 6 key objectives of Record Management
Paper reduction : Systematic digitization and gradual elimination of physical media.
Elimination of lost documents : Rigorous classification that prevents the dispersion of important information.
Legal risk management : Compliance with legal retention periods, traceability of deletions.
Search made easy : Precise indexing to instantly find any document.
Guarantee of authenticity : Preservation of the integrity and probative value of the recordings.
Optimization of spaces : Intelligent management of physical and digital archiving volumes.
GED vs Record Management: Complementary Approaches
EDM: Active content management
An ECM (Enterprise Content Management) system or GED focuses on the operational management of active documents. Collection, filing, collaboration, workflows: the objective is to streamline daily work processes.
Typical features : Collaborative sharing, online validation, multi-criteria research, business integrations.
Record Management: Retention and Compliance
RM focuses on archiving and compliance regulatory. It focuses less on collaboration than on long term preservation and compliance with legal obligations.
Specific functionalities : Standardized filing plans, retention schedules, automatic purges, audit trails.
When to choose what?
Opt for a GED if you want to:
- Streamlining collaboration Daily documentary
- Automate workflows Of validation
- Integrate with your business applications
- Improving productivity Teams
Choose Record Management if you need to:
- Comply with archiving obligations strict
- Manage documents with high legal value
- Organize final archiving according to standards
- Prove compliance during audits
The hybrid approach: The best of both worlds
Natural complementarity
In reality, GED and Record Management complement each other perfectly. The GED manages the “living” documents while the RM takes over for archiving and long-term preservation.
Typical workflow :
- Creation/collaboration In the GED
- Validation/finalization via automated workflows
- Automatic toggle to the Record Management System
- Definitive archiving according to conservation regulations
Integrated solutions
Some platforms offer integrated EDM and RM modules, offering perfect continuity between active management and archiving. This approach avoids chain breaks and guarantees complete traceability.
Conclusion
GED and Record Management are not opposed: they complement each other. EDM excels in the operational management of active documents, while RM ensures their long-term preservation and compliance.
The challenge for organizations : Choose the approach adapted to their priorities or, even better, build a coherent ecosystem that covers the entire documentary life cycle.
In a context where compliance is becoming strategic, this integrated vision makes it possible to reconcile daily productivity and legal security.
Is your organization hesitating between GED and Record Management? Our experts help you define the documentary architecture adapted to your business and regulatory challenges.
