Automating document control, or even just its core aspects, can help businesses avoid costly mistakes. It can also save businesses time and money.
Benefits of automating document control
Modern software makes it easy to automate most aspects of your document control system.
It offers automated workflows for document approvals and revisions, version control, changes tracking, cloud-based document storage and more.
Here are some key benefits of automating document control using an integrated software system.
1. Streamlined document creation and retrieval
Creating new documentation using a document control system is more standardized to avoid confusion between document types and versions.
The system allows you to control access and assign contributors.
Retrieving documentation can be a time-consuming task. Physical documents take time to sort through. Even digital documents can be hard to find if the means of retrieval are outdated.
Document management software offers search functions that streamline document retrieval.
2. Improved collaboration
Collaboration between departments is easier with a centralized system that all relevant employees can access.
The workflow of documentation is streamlined because everyone works with the most recent and relevant version of a document.
Document control software usually acts as part of a larger Quality Management System. The software makes it easy for your document control system to fit neatly into your overall QMS procedures and policies.
3. Easier compliance
Secure and effective document control and management are key requirements for compliance with many regulations and standards.
Without the creation, storage and retrieval of key documentation, businesses run the risk of fines, revoked licenses and even criminal charges due to non-compliance.
Document control software helps reduce the risk of non-compliance by making it easy to keep your documentation up to date and secure. The system records a full document activity history to aid and validate compliance with standards and regulations.
4. Data security
Your data is much more secure with automated document control software.
Physical documents are susceptible to theft or fire. Digital records on unprotected systems can easily be accessed or hacked.
Document control software offers sophisticated encryption and access control to ensure only authorized personnel can access sensitive documents.
The system does daily backups and records all activity on any document.
5. Accurate reporting
Reporting and analytics are much simpler and more accurate with the document control system’s access to real-time data.
At any time, you can look at the most current data to compile ad hoc or scheduled reports.
The system maintains a record of all historical document-related data, which is essential for internal or external audits. Accurate reports and data are both essential for compliance with a range of quality and legal standards.
6. Easy accessibility
Being cloud-based, your document control system is accessible from anywhere in the world to authorized collaborators.
This means teams can collaborate from offices in different countries without compromising consistency.
Cloud-based storage has the bonus of reducing your onsite storage needs for paper documentation and digital files. Additional hardware costs are eliminated with a cloud-based approach.
Document control software from isoTracker
isoTracker offers modular, cloud-based quality management software including document control software. This software can stand alone or it can be integrated with other isoTracker quality management modules.
Contact us to find out more about automating document control using our document management software.
Alternatively, try isoTracker’s document management software for free for 60 days, with full access to the full system. Sign up for a free trial and get regular walk-through emails and a contact person to answer any questions.
