Public sector organisations manage large volumes of contracts – each with obligations, deadlines, and long-term impact. Yet many still rely on case management or record management systems (also known as Electronic Document and Records Management System / EDRMS or Document Management System / DMS) where contracts are stored as part of a broader case.

However, storage does not equal management.

Recent findings show that 53% of organisations either lack the functionality for active contract management or do not consistently use it in their daily work*. This highlights a widespread gap – not in documentation, but in how contracts are followed up after signing.

So while contracts are documented and accessible, a key question remains:

How are they actually being managed once signed?

* Source: Mercell Digital Pulse 2025/2026 survey, based on responses from 800 public procurement leaders across Europe. 

 

The gap between storage and execution

Case management systems are essential for structuring documentation. They collect all relevant documentation related to a case – such as approvals, financial calculations, tender documents, and contracts – into a single, auditable record. This is essential for governance and transparency.

But their role stops at documentation. They do not provide a structured way to manage what happens after the contract is signed. From tracking obligations and ownership to handling changes and planning renewals.

As a result, follow-up becomes manual and difficult to control.

In practice, this means piecing together information across systems, relying on spreadsheets or personal reminders, and working without a clear overview. Visibility is limited, ownership becomes blurred, and issues often surface only when they have already escalated.

What starts as an operational inconvenience quickly becomes a wider problem. Obligations are missed, renewals handled too late, and decisions made under pressure rather than planned, increasing risk and reducing control.

 

Introducing a lifecycle approach to contract management

To manage contracts effectively, organisations need a structured way to manage contracts as active agreements – from creation to expiry. This is where solutions like Mercell Contract Lifecycle Management provide value.

Rather than replacing existing systems, Contract Lifecycle Management introduces a layer for managing contracts throughout their lifecycle:

1. Before signing: standardised templates ensure consistent and compliant contract creation
2. During signing: digital signing simplifies approvals and speeds up execution
3. After signing: lifecycle tracking, automated alerts, and clear ownership support ongoing management

With contracts centralised in a secure, searchable repository and supported by full audit trails, organisations gain visibility into contract status at any time. This enables more proactive renewal planning, reduces the risk of missed obligations, and supports better-informed decision-making.

 

Two systems, complementary roles

Contract Lifecycle Management does not replace case management systems. The two serve different but complementary purposes.

• Case management systems ensure contracts are properly documented, registered, and preserved as part of a broader case
• Contract Lifecycle Management ensures contracts are actively managed throughout their lifecycle

Together, they ensure both operational control and compliant record keeping. In practice:

1. A case is created in the case management system
2. Contract creation and management take place in Contract Lifecycle Management
3. Once signed, the contract is registered within the case record
4. The contract continues to be managed in Contract Lifecycle Management throughout its lifecycle

So, understanding when to use each system is key for a more efficient and controlled procurement process.