What is Document Management?

Document management is the set of tools, technologies, and processes that capture documents, store, manage, preserve, deliver and dispose of documents throughout 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 correct software. It requires assessing workflows and identifying areas where they can be improved to make them more effective.

A document manager is a tool which helps an organization record, classify and organize information in a manner that employees can easily access the information. It can be used to organize and manage a variety of types of documents like standard operating procedures (SOPs) invoices, contracts, certificates and contracts spreadsheets, emails and invoices.

It is crucial to inform all stakeholders and allow them the chance to review the document prior to it being approved. Document management systems can help with this: They provide a central platform for sharing comments and suggestions, removing the need for lengthy emails. Participants can then make comments on specific issues such as marketing compliance or tone, wording, spelling and more.

After the document is reviewed and approved, it can be uploaded to the appropriate database and made available for all internal stakeholders to access. Document management systems could automatically notify all participants directory when a document is uploaded.