Document control is the practice of managing documents in a way that ensures their reliability. Document control software ability this practice through digital control and automation.
What are the advantages of an Electronic Document system over Paper?
Automated workflow processes can improve the efficiency of a corporation by standardizing and optimizing procedures. Documents are often automatically filed, named, routed, and tracked during a single digital system and monitored via reporting tools. Workflows are often reused and reconfigured for multiple purposes, and processes are often improved over time.
Documents security is central to almost every organization. Paper files that contain particular information or penetrating business secrets must remain locked down and only accessible by those that have acceptable rights.
Businesses that fail to try to do this might face consequences like action, loss of a competitive edge, or damage to their reputation. With a manual, paper-based system, it’s almost impossible to make sure of the safety of those sorts of files. However, with a document system that utilized role-based security, a corporation can create customized roles and privileges for all folders and files.
Managing document versions
Managing multiple versions of one document can quickly get out of hand. It’s difficult to understand which version of a file is that the latest, and it is easy to lose track of the prior version if you would like to travel back. A document system with version tracking automates the processes of document version control and may reduce the chaos involved in tracking multiple versions of a file.
What is Document Control? How Can Help You Improve Your System
For industries in extremely controlled businesses, managing and controlling documents in a way that conforms to regulations, standards, and policies are critical to avoid liability and risk. A document system can help to manage regulated content and processes, automate procedures, and establish a document audit trail to assist ensure compliance.
With a paperless document system in situ, all documents become instantly searchable and retrievable. Document reviews and approvals are often done on one digital file without the necessity to form physical copies or email attachments. When digital files are managed and accessed from a centralized repository the danger of losing files and knowledge is reduced.