Document Management

What Does Document Management Mean?

Document management is the process of storing, locating, updating, and sharing data for the purpose of workflow progression and business outcomes. Centralized sharing and data storage within specific servers help organizations access information efficiently and effectively, along with securing protected data. Programs and servers are used in the process of document management. Important metadata is centralized, as opposed to decentralized or difficult to locate.


Techopedia Explains Document Management

By containing data on a shared server and within shared files, document management permits only authorized users to edit and add data to already existing data. It also ensures that downloads are only conducted by those who are authorized. Data can be encrypted to further ensure its security.

Servers designated to manage documents can also contain built-in workflow applications to maximize task management and assist in overall organizational workflow. Automated tracking of human tasks takes place during the document management process. Custom workflow capabilities can be constructed along with common template usages, eliminating the need for repetitive document creation.


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Margaret Rouse
Technology Expert

Margaret is an award-winning technical writer and teacher known for her ability to explain complex technical subjects to a non-technical business audience. Over the past twenty years, her IT definitions have been published by Que in an encyclopedia of technology terms and cited in articles by the New York Times, Time Magazine, USA Today, ZDNet, PC Magazine, and Discovery Magazine. She joined Techopedia in 2011. Margaret's idea of a fun day is helping IT and business professionals learn to speak each other’s highly specialized languages.