Document management refers to a set of processes, technologies and tools that capture documents, organize and store them in an enterprise. This includes the management of the information (data) that forms these documents, as well as the metadata that describes them.
Implementing a document management system requires planning, training and the purchase of the correct software. It also involves looking at the current workflows and finding areas where improvements could be implemented to make them more efficient.
A document manager allows an organization to document and categorize information so that it’s easy to access for employees. It can be used to store, create and manage many different types of documents including standard operating procedures (SOPs), invoices, contracts, certificates and contracts spreadsheets, emails, and invoices.
Once a document has been written, it’s important to ensure that all the parties involved are informed and given the chance to review it before final approval. Document management systems can aid in this regard: They provide an online platform for sharing comments and suggestions, eliminating the need to send lengthy emails. Stakeholders can comment on specific issues, such as marketing compliance, wording and spelling, tone, etc.
After the document has been examined and approved, the document can be uploaded into the database. All internal stakeholders will be able to access it. Based on the software, document management systems might automatically notify all stakeholders when the document has been uploaded, so that they can begin the review process.