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Glossary · EDM
Document management
The set of practices and systems (often a DMS / EDM system) used to create, classify, share, approve and archive company documents.
Also known as: records management · DMS · Document Management System
What is document management?
Document management refers to managing the lifecycle of documents: capture, classification, controlled sharing, approval, distribution and archiving. In French it is called “gestion documentaire”; the corresponding tool is an EDM system (“GED”) or a DMS (Document Management System). Contract management is a specialised branch focused on contractual commitments.
Scope within a company
Procedures, invoices, contracts, HR files, project documents: document management covers the whole body of documents, not just contracts.
Secure access
Access rights by role or sensitivity, rather than endless shared links.
Speed up work
Find and route the right document without chasing three departments.
Common pitfalls
The “big bang” project
Migrating ten years of archives before having a simple process delays the value. Prioritise active flows.
Forgetting the people
Without roles and at least some training, even the best EDM system stays empty.
Document management with DocPilot
DocPilot combines EDM, OCR, extraction and workflows for operational documents and contracts — from incoming documents to a searchable archive.
- Centralised capture and filing
- Approval and traceability
- Semantic and metadata-based search
Related DocPilot pages
To learn more about the product and the guides.
Solutions by team
Pages built around each team’s priorities.
- AdministrationCentralize mail, meeting minutes, Kbis extracts, certificates and cross-functional documents: e-mail capture, OCR, filing, workflows and search. DocPilot for administration teams.
- Human resourcesCentralize employment contracts, payslips, ID documents and certificates: OCR, HR approval, role-based access and search. DocPilot for human resources.
- Executive managementOversee approvals, critical documents and cross-department responsibilities: dashboard, workflows, notifications and search. DocPilot for executive management.
“How-to” guides
Step-by-step methods to make real progress.
- Organise a DMSA guide to organising a company document management system (DMS): governance, types, access rights, workflows. A practical method, mistakes to avoid and rollout with DocPilot.
- Centralise documentsA guide to centralising business documents: source of truth, metadata, access and search. Steps, mistakes to avoid and the role DocPilot plays.
- Automate processingA guide to automating document processing: capture, OCR, classification, approval. Method, mistakes to avoid and DocPilot.
Related articles
DocPilot blog posts on the same topic.
- Finding a company document quicklyHow to find a company document without relying on its file name: metadata, business filters and good search practices.
- The reference version of a business documentHow to keep a reference version of a business document: single source of truth, drafts, copies and traceability — not to be confused with contract versioning.
- The lifecycle of a business documentThe stages in the lifecycle of a business document: capture, indexing, use, reference version, archiving — not to be confused with a file that has simply been filed away.
Terms and product pages
Related pages to refine your research.
- Document managementMove from scattered storage to real business document management: upload, OCR, metadata, search and approval workflows with DocPilot.
- Business DMSDiscover a business DMS focused on document intake, OCR/AI, workflows and audit — designed for SMBs and mid-sized companies with DocPilot.
- EDMA system that centralises company documents, classifies them with metadata, manages access rights and supports their lifecycle.
- MetadataStructured information attached to a document (type, parties, dates, amount, status) that lets you classify it, filter it and manage it.
Take action
Structure your document management
Roll out DocPilot as the operational repository for your critical documents.