What is Document Management?

Document management is a group of processes, technologies and tools used to capture documents, organize and store them in an enterprise. This includes the management of the documents’ content (data) which composes these documents and the metadata that describes them.

Implementing a document management system requires planning, education and the purchase of the directory right software. It also requires reviewing current workflows and identifying areas where improvements could be implemented to improve their efficiency.

A document manager assists an organization to document and categorize information so that it’s easily accessible to employees. It can be used to organize, create and manage many different types of documents including standard operating procedures (SOPs), contracts, invoices and certificates, spreadsheets and emails.

After a document is written, it’s vital that all those involved are informed and given the chance to look it over prior to final approval. This is where document management systems come in. They provide a central point where suggestions and comments can be shared, eliminating the need for long email chains. The stakeholders can then provide feedback on specific aspects such as marketing compliance or tone, wording spelling, and more.

After the document is reviewed and approved the document can be uploaded to the appropriate database and become accessible to all internal stakeholders to access. Depending on the application, document management systems could automatically notify the relevant users once the document has been uploaded to ensure that they can start the review process.