Information Body of Knowledge

Document Management

Document Management Definition

  • Misused Term (over-scoped)
  • Sub-Discipline of Content Management
  • Information Types: Unstructured, Semi-structured

Document Management is the practice and process of ensuring a consistent flow of organizational documents. It is a subset of all organizational content (which is a subset of all organizational information) through a defined lifecycle starting with its' conception or capture through to its' archival or disposition. Document Management is the tactical execution of the organizational strategy for Documents.

InfoBOK v1.0

Document Management Key Points

  1. Document Management is a sub-discipline of Content Management, it should take its’ primary direction from Content Management efforts.
  2. Document Management is not exclusively a scanning or mail room effort. However, it may include those efforts.
  3. Document Management should be the tactical execution of Document Governance. However, Document Governance often does not in exist in organizations. Consequently,  Document Management efforts must look to extend from Content Management or Information Management efforts.
  4. In many organizations, Document Management is often over-scoped to include Content Management or it includes strategic decision-making that should be included in Document Governance, a practice that doesn’t exist in many organizations.

Document Management Overview

Document Management was an overused term for many years as its’ scope was often encompassed Content Management or even Information Management in some organizations. Document Management was then replaced by another misnomer, Enterprise Content Management, a practice that in itself is often mis-scoped and misused.

Document Management should be the tactical execution of organizational strategy as it pertains specifically to Documents. Often Document Management efforts include scanning operations, as they are frequently tasked with the digitization of physical paper documents. This may also include mailroom operations or scanning practices that are spread across an organization.

Document Management systems should align with Content Management practices. The systems should have consistent metadata and processes, which is a frequent issue with Document Management efforts - inconsistency with organizational strategy as a whole.

Early information management efforts in organizations were often termed “Document Management” as they mirrored the practices of mailrooms. These practices were- taking in digitized paper documents and organizing them into digital versions of the cabinets and folders that existed in the File Rooms. While some organizations have updated their understanding of Document Management, many organizations still operate on this early and deeply flawed understanding of Document Management.

Additional Resources

(These additional resources are provided by the community and while we make every effort to ensure only high quality resources are included, we cannot guarantee the authenticity, safety, or quality of these resources. Proceed at your own risk.)

Submit New Resource

Information Coalition Resources

Some resources are available only to Professional Members or Standard Members (free).

Rich Lauwers – The Curse of the 90s ERPs


This video is available to logged in Professional Members only.
Become a Professional Member or Login.

You don’t have to keep the 90s alive by retaining your legacy ERPs and databases for regulatory or legal purposes. You don’t have to make PDF reports and try to fulfill your business needs with static data. You can create, retain and continue to use your structured data without SQL or source applications.

FOIA History & Future (The Freedom of Information Act On Its’ 50th Anniversary)

Journalist Phil Eil, takes us through on this, the 50th anniversary of the Freedom of Information Act, an exploration of the history and future of FOIA through some incredible artifacts with a little John Lennon and the current threats to FOIA in the digital age. Joining him is Information Coalition President Nick Inglis in this unique discussion format.

Phil Eil – I Sued Uncle Sam And Won: Lessons From A Five Year FOIA Fight


This video is available to Standard or Professional Members.
Become a Standard Member for free or Login.

Learn about FOIA as it unfolded for journalist Phil Eil. Eil had submitted a Freedom of Information Act request to the DEA and has been locked in a legal battle since. The story starts in 2009 when Eil sat down and interviewed Dr. Paul Volkman, then under federal indictment for a massive prescription drug-dealing scheme. From there, Eil has become one of the world’s leading “accidental” experts on FOIA. This is his story.

Change Management: Transforming Chaos – Laurie Fischer


This video is available to Standard or Professional Members.
Become a Standard Member for free or Login.

Change permeates and envelopes us, and is the one constant in our lives. Think of all the workplace changes in just the past few years related to how we create, use, share, retain, protect and dispose of information. Our ever-increasing need to collaborate and communicate, to analyze and innovate, and to “be mobile” has led to sometimes massive change to existing IG-enabling technologies as well as new solutions that enable us to attain our objectives.

Since change is inevitable, then why is the lack of managing that change the primary reason IG projects fail? Some organizations simply equate a training plan to a change management plan, but change management is so much more than training!

In this session, we’ll investigate the winning formula for successful integration of change into the organization – whether it’s a change in information governance roles and responsibilities, process and procedures and / or technology. Incorporating key change management principles supports the successful adoption of change by applying a structured framework of methods, tools and processes. We’ll also share real-life examples of successful change management efforts, as well as epic failures.

Takeaways:

  • Workplace trends that necessitate change
  • Ignoring change management leads to failure
  • Change management framework as a key to success
SharePoint Information Management Basics Webinar Training Series

SharePoint Information Management Basics Webinar Training Series

Special Webinar Training Series 2014

Webinar Presenter: Nick Inglis, President, Information Coalition

A webinar series turned into a short training series on how to best structure SharePoint for your Information Management needs with Information Coalition President, Nick Inglis.

Access The Series

The Information Governance Conference 2018