Frequently Asked Questions: Document and Records Management

The Strator FAQ runs from basic to more complex questions, and is continuously updated. The objective with the FAQ is to provide as much information about Strator and Strator's line of business that could be of interest. Should you have any questions you would like our answer to, please put your question(s) in an e-mail and send it to info@strator.com.

Strator is a consultancy company founded in 2008 by Vibeke Bugge Kristiansen. Prior to Strator, Vibeke Bugge Kristiansen worked for TietoEnator / Sirius IT as Business Manager for the Documentum-related business. In 2010, Per Zester joined and the creation of Strator as it is today took real speed. Per and Vibeke colleagues in TietoEnator / Sirius IT, where Per was one of the really heavy Documentum senior consultants on the infrastructure side of the team. Per worked a period for NNIT before joining Strator. Shortly after, Henning Berggreen Winter, who, like Per, had worked in Tieto and then NNIT. But Henning's entry was the role of senior architect on development work in safe hands and all bases were now covered. Strator is formed with the intention of creating a workplace where we would like to work ourselves. This is done by the 100 percent focus on high quality, competence and customer satisfaction – happy customers and great solutions makes work all the more joyful. For each employee who has followed the founders, it has been a basic criterion that they can also generate good solutions and satisfied customers, and our solutions are run daily by that. Therefore, some of the best developers and technical consultants who are not afraid to think out of the box, the people you find at Strator.
ECM covers Document Management, Content and Web Content Management, digital assets, workflow, Records Management, Archiving, searching and the whole scope of an enterprise’s managing of information. It overlaps with Information Management, however is only focused on unstructured content. At times these two terms has been used interchangeably and the definitions of their differing nature are numerous.
Data Management is managing raw, real life data from when it is acquired, validated, manipulated, archived, protected and processed. It is the management of data for safe and structured access and archiving. It does not differ from document management in its intention or processes, though as the data is of other formats – and sometimes in very large amounts – the technological platforms used for it are different.
Structured data are simply data that has a structure to it; data in databases or finance systems are the most prominent example of structured data. But also tables, graphs, spreadsheets etc. can be structured data, if they as in a database are in columns and row with headers. Structured data are easy to tag, find and process. It is organised, systemised and neat.
There is much more knowledge in our subject matter universe Strator Learn.
Document Management includes capture, managing, editing, sharing and delivery of documents within a company in both digitally and hard copy files. Tagging the documents with keywords and other metadata for fast retrieval is an important part of Document Management. It is basically about efficiency by focusing on controlling documents to ensure the ease of searching, finding, modifying, sharing, and reduce loss of documents. It is also about efficiency in work processes by reducing repeated and/or manual tasks by automating document management touch-points. Document management is content-driven and must be managed with the daily use(rs) in focus.
Some documents are/become records, but not all. Records are the files (amongst these documents) that hold information that is essential to the company – either for legal reasons or for business reasons. Records Management focuses on context and maintaining a variety if documents by creating procedures and standards in order to maintain these records. It builds on Document Management and takes it to a higher level by identifying legal owners of a document, adding retention periods, audit trails, and complying with the regulations of the given record. Companies can face great penalties should they not comply with official regulations; hence a well-functioning Records Management system is necessary should an auditor or government officials come knocking.
Document and Records Management have the objective of business continuity in common – should either fail the effect on the company can be devastating. Conversely, are both successfully working towards their combined objective of efficiency and compliance, the company’s strength and endurance will be better protected.
Unstructured data are documents, videos and pictures and the like; since these might include data but are not structured in any way. Some experts believe that more than half of business relevant information lies in the unstructured form. It is various object of more or less information that is meaningless unless it gets organised.
Gartner recently announced that ECM – Enterprise Content Management – is dead, and long live the new black: Content Services. ECM is represented by Content Management Systems, where the system centers around controlling and managing content. In other words, content is in the center of attention in ECM. Content Services is the same technical functionality, but not in a system, but distributed into numerous systems – and these are not ECM systems, but business systems, wherever the content is needed. Hence, the business process is in the center of attention in the new term content services.