Document management software is a digital system used to store, organise, track, and control documents throughout their lifecycle. It helps organisations replace paper-based processes, improve collaboration, and maintain compliance with regulatory and governance requirements.
What Is Document Management Software? (Explained Simply)
Document management software helps businesses manage documents in a secure, organised, and controlled way. Instead of relying on paper files or shared folders, organisations use document management systems to centralise documents, track changes, and control access.
What Is Document Management Software?
Document management software is a platform that captures, stores, manages, and tracks digital documents. It provides tools for version control, workflows, permissions, and audit trails to ensure documents remain accurate and secure.
Why Document Management Software Is Important
- Eliminates lost or duplicated documents
- Ensures teams work on the latest approved versions
- Improves collaboration and efficiency
- Supports compliance and audit readiness
Common Examples of Document Management Software
- Centralised document repositories
- Version-controlled file management systems
- Approval and review workflow platforms
- Compliance-focused document control systems
Who Uses Document Management Software?
- Quality and compliance teams
- Operations and process owners
- IT and information security teams
- Organisations in regulated industries
Manual File Storage vs Document Management Software
- Manual storage: Shared drives and paper files that are difficult to control and audit
- Document management software: Secure, automated systems with full visibility and traceability
How Document Management Software Supports Compliance
Document management software enforces access controls, version history, approval workflows, and audit trails. These features help organisations meet requirements such as ISO standards, FDA 21 CFR Part 11, and GxP regulations.
Next Steps for Organisations
- Identify document-related risks and inefficiencies.
- Define requirements for document control and compliance.
- Evaluate modern document management platforms.
Learn how modern document management platforms support compliance and efficiency by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is document management software used for?
Document management software is used to store, organise, track, and control documents while ensuring accuracy, security, and compliance.
Is document management software necessary for small businesses?
Yes. Even small businesses benefit from document management software by reducing errors, improving organisation, and preparing for growth and compliance.
What features should document management software include?
Key features include version control, access permissions, approval workflows, search, and audit trails.
Can document management software support compliance?
Yes. Document management software provides controls and traceability required for regulatory and audit compliance.
