There are many information and records management terms used today to describe various functions and disciplines under this umbrella, and often the terms overlap with one another. We’re also occasionally seeing new terms pop up, like federated records management, that further refine and/or redefine key functions and practices within the RIM space. We examine and define these key functions within the records and information management sphere and explain terms such as enterprise content management, records vs. information management and the definition of digital asset management.

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Digital Asset Management Definition

The discipline and technology used for managing, organising, tracking, storing and retrieving digital assets. Examples of digital assets include electronic documents, digital images, animations, videos, video games, software programs and audio files.

Enterprise Content Management Definition

The systematic collection and organisation of information including files, web content and documents. It is a dynamic combination of strategy, policies, procedures, and technology used to capture, manage, store, preserve, and deliver information supporting organizational operations through its life cycle.

Document Management Definition

The use of computer software to store, track, control and organise electronic documents, to ensure they are accessible by authorised parties when required. The term overlaps with the concept of content management and is related to digital asset management. It is often viewed as part of enterprise content management and records management systems.

Information Management Definition

The process of collecting, storing, organising managing and delivering information regardless of its format (physical documents, audio, structured data, video, images etc.), throughout its entire life cycle. Information management can also be called information asset management.

Records Management Definition

The discipline responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

Federated Records Management Definition

The ability to establish, execute, and enforce a standard records management policy across organisational repositories. It’s the process of managing content in place through federated control and policy management.

Master Data Management Definition

A set of disciplines, processes and technologies used for ensuring the accuracy and consistency of enterprise data across applications, systems and databases, business processes, functional areas and geographies. The aim is to reduce errors and redundancy in data, enable compliance to policies such as the GDPR and Australian Privacy Policy, and minimise organisational risk.