Document management is a set of technologies, processes and tools used to capture documents, store and manage them in an enterprise. This includes managing the documents’ content (data) that composes these documents as well as the meta-data which describes them.

The implementation of a document management system requires planning, training and purchasing the right software tools. It involves assessing existing workflows and identifying areas that could be enhanced to make them more efficient.

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

It is essential to inform all stakeholders and give them a chance review the document prior to it being approved. This is where document management systems come into play: They provide a central location where suggestions and comments can be shared, eliminating the need for lengthy email chains. Stakeholders can then leave comments on specific aspects such as marketing compliance language, tone spelling, and much more.

After the document has been reviewed and approved, the document can be stored in the virtual data room benefits database. All internal stakeholders will then be able to access the document. Document management systems will automatically notify all participants when a document is uploaded.