Content Management and File Storage are similar in many ways. For example, both systems provide centralized storage for data, and both can keep your business’ information secure. The differences between the two show why total content management is the better option.
File Storage is defined as “a type of storage that stores data in a hierarchical structure. The data, which is saved in files and folders, is presented to both the system storing it and the system retrieving it in the same way.” In its basic form, file storage is simply a way to store documents. Content management, however, is defined as “a set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium.” It is more complex than your basic file storage system.
When you break down the definitions a bit, you can truly see the difference between content management and file storage. When you think of how you retrieve documents on your computer, you are probably thinking about file storage. You create a document and save it to your computer, usually in a file of some sort. You have to manually do all the organization of these files, and all file storage can do is store and retrieve the particular file you select. For example, you can save a photo of your most recent trip in a file marked “Vacation 2016.” This file can be placed in the more broad file of “Vacations.” Then, when you want to look at those photos, you go to that particular file and select that photo. Very basic. Very hands on.
With a full content management system, such as MaxxVault Enterprise Document Management System, you can do far more than just file away data. While content management does store files, it doesn’t just leave your data in storage for retrieval. Full content management can gather data from any source – be it scanner, email, or line-of-business software. It then files the data away using specific criteria that can be used to run a search in the future. For example, if you had been planning a meeting about end-of-year sales, you could search using the key phrase “end of year sales” and scanned documents, email, or any other data that was tagged with that specific phrase could be pulled up in one easy step.
Content management is also beneficial when several employees are collaborating on one document. Documents can be stored in such a way that multiple people can work on the same document, and the newest, most updated version will always be available. No more sending out each revision to each person on the team, and hoping that they make edits in the right order.
Content management can ensure that you are compliant with any guidelines or laws regarding the usage of data. For example, doctors and lawyers must follow certain procedures to protect an individual’s personal data. Your content management system can be set up to store or dispose of information according to code.
Whether you are a well-established business or you’re just starting out, content management is an extremely useful tool. It goes above and beyond what a simple file storage system can do. It’s almost the difference between having a filing cabinet and having an executive assistant: You can sort through a filing cabinet and find appointments, relationships between business dealings, and information about which catering company you last used, or you can ask your assistant, and allow his or her help to free you up for more pressing matters.