Document management is a set of tools, technologies and processes that collect and store, manage, preserve, and dispose of documents across an organization. This includes managing the documents’ content (data) that composes these documents, as well as the meta-data that describes them.

Implementing a document management system requires planning, education and the purchase of the correct software. It also requires looking at the current workflows and finding areas where improvements could be implemented to improve their efficiency.

A document manager assists an organization to record, classify, and organize information to make it easily accessible for employees. It can be used to store, create and manage many different types of documents including standard operating procedures (SOPs) invoices, contracts, certificates spreadsheets and emails.

It is important to inform all stakeholders of the document and give them the chance to review the document prior to it being approved. Document management systems can help in this regard: They provide a central platform for sharing comments and suggestions, removing the need for lengthy emails. The stakeholders can then provide feedback on specific points like marketing compliance or tone, wording spelling, and more.

Once the document has been checked and approved it can then be uploaded to the database. All internal stakeholders will then be able to access the document. Document management systems can automatically notify all stakeholders when the document has been uploaded.