ECM vs. DMS: Your Practical Guide to Navigating the ECM-DMS Jungle

ECM? DMS? Once you start looking into document management solutions, you will come across these two acronyms. But what do they actually mean? And how do they differ from each other? We will explain what DMS and ECM systems are and present you with software solutions, so that you can find the right tool for your needs.

Document management is particularly important if you need to access data quickly and easily. What used to be done with file folders and archive shelves is now handled digitally. This saves space and paper. However, to prevent these documents from disappearing into digital chaos, you need a structure. This is where ECM and DMS solutions come into play! You can find out how it all works here.

What's the difference: ECM vs. DMS

These terms are often used interchangeably for the same process, namely electronic document management. However, there are significant differences between the two, which we will show you.

DMS is the acronym for Document Management System or Document Management System, as it is called in German. These systems manage documents electronically. The files are therefore located on a platform or in a cloud storage, so that they can be easily found again. The different document versions that accumulate over time can be viewed later and reused if needed. A DMS often includes workflow modules, or it can be integrated into workflow management tools.

Put simply: With DMS software, you can create, edit, distribute, search and archive documents. So you can just scan and digitally store documents instead of filing receipts in folders. 

Sometimes a system for managing all the documents is not enough. Maybe you need a solution that can also manage loose content. At the latest when a compliance audit is due, where you have to trace and prove compliance with regulations: This is exactly when ECM systems come into play. 

ECM stands for Enterprise Content Management, or in other words, Enterprise Content Administration. ECM systems are thus software solutions that assist companies in managing any kind of content. The focus is on managing unstructured or poorly structured content. This means that structural information, metadata and layouts are stored separately from the actual content, making it easier to adapt the content to various applications and channels. 

ECMs can comprise modules such as personal files, contract and workflow management, team rooms and incoming post and invoices.

Document management systems can thus be part of enterprise content management systems. These in turn can belong to CRM and ERP systems. These two systems are even more comprehensive. With CRM you can manage your customer and contact data. ERP-Systeme cover all areas of your business.

What are DMS and ECM systems used for?

ECM and DMS solutions can offer more than just archival functions – they support entire business processes from the creation to the release and distribution of documents and content. 

Customer service employees can, for example, find the right information more quickly through automated processes to answer their customers' questions or trace previous events. These systems therefore not only improve your internal workflow, but also all processes in the company that concern the flow of information and correspondence with external parties. 

The use of ECM and DMS solutions is also very advantageous for collaborative topics. Instead of writing back and forth with various colleagues, you can collect feedback centrally in one place. In addition, these tools can automatically synchronize changes for all team members. Another feature of DMS and ECM systems is that multiple people can work on a project at the same time. Teamwork has never been so easy! And this is even possible across geographical borders: Every team member can access information via the PC, laptop, mobile phone or any other end device – in the office, at home or in Hawaii.

To summarise, DMS and ECM systems help you with

• the capture and import of your data.
• the management, processing and storage of your data.
• process automation.
• the handover and export of your data.
• Compliance issues.
• team collaboration.
• collaboration with customers, suppliers and other business partners.

These 9 tools support you in managing your documents and content

We present you the DMS and ECM systems with the best ratings and experiences from verified users.

ownCloud

DocuWare

enaio® by OPTIMAL SYSTEMS

CAYA

Adobe Document Cloud

ELO ECM Suite

Templafy

Filestage

Microsoft OneDrive for Business

More DMS systems on OMR Reviews

Want more? Visit OMR Reviews! There you will find more Document Management Software and Tools in Comparison. We help you choose the right software for your business based on verified user reviews.