Contrary to popular belief, document control and document management aren’t the same thing. Document management is about storing and sharing files, whereas document control adds rules, workflows, and accountability. In this blog, I explain how each works, break down the risks of mixing them up, and share examples from real systems. I’ll also show you how Proarc Engineering Document Management software supports both document control and document management, giving teams the tools they need to manage complex workflows, comply with industry standards, and keep large-scale capital projects on schedule.
Document control is the structured process of managing how documents are created, reviewed, approved, distributed, and tracked, especially in industries where the accuracy, compliance, and timing of document deliverables are critical. This makes sure the right version of the right document reaches the right person at the right time, with full traceability.
In capital projects, poor document control can lead to costly errors, delays, and compliance failures. For example, a lack of version control often results in teams working from outdated drawings or specifications. This can cause construction errors that then require expensive rework or material ordering mistakes that lead to waste and delays, and even compliance violations resulting in penalties. These issues can cascade, causing serious project delays and client dissatisfaction, which can sometimes escalate to legal disputes.
Modern document management systems (DMS) provide functions like advanced search, metadata tagging, version control, and integration with key business applications. In engineering, construction and capital projects, the volume and complexity of documentation can be overwhelming. These features help teams handle large volumes of documents efficiently, maintain consistency, and support collaboration across departments and external partners.
“But document control is just advanced document management!”
Not true. Think of document management as the storage and organisation of documents, and document control as the rules and processes that ensure the governance and compliance of documents, as well as providing strategic oversight. Here are the key differences:
|
Feature |
Document Control |
Document Management |
|
Purpose |
Govern document lifecycle and compliance |
Store and share documents |
|
Scope |
Internal and external coordination of deliverables |
Internal collaboration |
|
Processes |
Validate, classify, review, approve, distribute, archive |
Upload, edit, share, search/find |
|
Compliance |
Information conforms to project policies and client requirements |
Access control, revision control, audit |
People often confuse document control and document management because both involve handling project documents and share similar terminology. At first glance, document management (storing, organising, and sharing files) feels like the core of “controlling” documents to many users. Meanwhile, document control adds governance elements that are less visible day-to-day, such as formal approval workflows, revision tracking, compliance enforcement, and distribution control.
The confusion grows because these systems often coexist within the same platform and share overlapping features like version history and access permissions. This blurs the line between simple storage and strict regulatory oversight, leading to the misconception that they are the same. In reality, their scope and purpose differ significantly: document management ensures accessibility and organisation, while document control enforces compliance and structured processes to keep projects on track.
Using document control without document management, or vice versa, creates serious gaps in project execution. Without both working together, teams risk:
Figure 1. Visual diagram of how Proarc EDMS supports document control and document management, as well as their shared processes.
Document control and document management serve different but complementary purposes, even though they often overlap. Document management is about storing, organising, and sharing documents, keeping everything accessible and up to date. Document control adds structure, governance, and accountability, ensuring that documents follow the right workflows (e.g., review, approve, squad check, etc.), meet compliance standards, and track all activities in an audit trail from creation to handover.
Understanding the difference between document management and document control helps teams choose the right tools and avoid costly mistakes. Proarc Engineering Document Management software supports both practices, giving you the critical benefits of organising and storing the right versions of documents and ensuring those documents are compliant and follow your defined processes. Download the Proarc EDMS brochure today to explore the full feature set and see how it fits your team’s document control and management needs.