Document lifecycle
A document lifecycle is the sequence of stages that a document goes through from the moment of its creation or receipt until transfer to the archive or destruction. It includes development, approval, signing, registration, execution, storage and archiving.
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What is a document lifecycle in simple words
A document lifecycle is the complete path that a document takes inside an organization: from the moment of its creation (or receipt) until the moment when it becomes irrelevant and is sent to the archive or destroyed. It is like a person's life: birth, growing up, active activity and retirement.
Managing the document lifecycle is critically important for any company. According to statistics, employees spend up to 30% of their working time searching for information due to unorganized document management. Automating this process with the help of EDMS (electronic document management systems) reduces document processing time by 3-5 times.
Read about electronic document management in the article Electronic document management (EDM).
Main stages of the document lifecycle
- Creation (development): Initiation of the project, formation of the text, collection of data and filling in the requisites. The document is created as a draft version.
- Approval and revision: Transfer of the draft to responsible persons, review and introduction of corrections. The document can go through several rounds of approval.
- Signing (authentication): Giving the document legal force by management or an authorized person. Signing can be paper or electronic.
- Registration: Assignment of an incoming/outgoing or internal number, entry into the document register. Registration ensures accounting and control.
- Execution and use: Implementation of the tasks contained in the document, control of the execution of assignments.
- Storage and archive: Transfer to the archive after the statute of limitations expires for long-term storage or disposal (destruction).
Features of the lifecycle of different types of documents
Incoming documents (letters, invoices, requests):
- Reception and initial processing
- Registration
- Preliminary review
- Review by the manager
- Execution
- Writing off to the file
Outgoing documents (responses, reports, proposals):
- Preparation of the draft document
- Approval and revision
- Signing
- Registration
- Sending
Internal documents (orders, instructions, directives):
- Development of the draft
- Approval
- Signing
- Registration
- Bringing to the attention of the executors
- Control of execution
- Archive
Read about the legal significance of documents in the article Legally significant document flow.
Document retention periods
- Permanent storage: Constituent documents, orders for core activities, accounting reports.
- Long-term storage (5-15 years): Employment contracts, reconciliation statements, invoices.
- Short-term storage (1-3 years): Internal memos, planned reports.
Read about storage rules in the article Document retention period.
Automation of lifecycle management
Modern electronic document management systems (EDMS) automatically track each stage: who created, who approved, who sent, when signed. This ensures transparency, control over deadlines and eliminates the loss of documents.
- 1C:Document Management — a popular solution for Russian business.
- ELMA — a system for managing processes and documents.
- Directum — a comprehensive solution for automating office work.
Read about choosing software in the article Open source software.
Frequently asked questions
What is a document lifecycle in simple words?
This is the complete path of a document from creation to destruction or archive. Like a person's life: birth, growing up, activity and retirement. Stages: creation, approval, signing, registration, execution, storage, archive. Read about electronic document management in the article Electronic document management (EDM).
How many stages does a document lifecycle have?
In the standard model, 5-7 stages are distinguished: development, approval, signing, registration, execution, storage, archive or destruction. The number of stages can vary depending on the type of document and the organization's regulations. Read about office work rules in the article Legally significant document flow.
What stages does the lifecycle of an incoming document include?
An incoming document goes through: reception and initial processing, registration, preliminary review, review by the manager, execution, writing off to the file. Each stage is controlled by responsible persons. Read about working with documents in the article Document flow.
How to automate the document lifecycle?
With the help of electronic document management systems (EDMS): 1C:Document Management, ELMA, Directum. They track each stage, control deadlines, eliminate the loss of documents and reduce processing time. Read about choosing software in the article Open source software.
How long do you need to keep documents?
Retention periods depend on the type of document. Permanent storage — constituent documents, orders for core activities. 5-15 years — employment contracts, invoices. 1-3 years — internal memos. Read about storage rules in the article Document retention period.
Other terms in «Document flow»
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