What is Document control and why it is important in a business?
Every information exchanged in an organization is maintained as a document. It can be a payment receipt, an audit checklist or a performance report. Document control is the process of following document management practices to create, manage, modify, access and share documents. It regulates and maintains standards specific to documents in all of the stages: creation, review, approval, removal, retrieval, distribution, etc. Click Here to Check the Product.
Document control is required to:
Proper training is required for the teams to follow these document control procedures.
Document Control Software:
When this information is written in a paper-based document fashion, it will be stored in a particular location in an organization and may not be available for many employees at the same time. Either an employee has to wait for the document to be available after use by another or the document has to be made copies or to be faxed. This causes chaos, unnecessary waiting time and unwanted costs of resources. Also, there is a possibility that old versions of the documents are missed and new revision dates are not properly updated in the ledger. This will cause incorrect reference of data leading to incorrect execution of tasks.
The document control software has emerged to solve this situation. It is an online cloud-based solution using which any authorized employee can access the documents from wherever and whenever needed. At a time, many employees can retrieve the same information. Learn More.
All the documents controlled by this software follow international quality standard ISO9001:2015 however additional quality requirements may be imposed based on the type of industry.
Following features come with automation of document control:
User surveys can be conducted by the organization to validate:
HQMS Document Management software:
Harrington Group has developed a world-class document control software to create, share, store and manage all kinds of documents in the entire organization. The HQMS Document management software can be accessed anywhere around the world 24/7 on a 365-day basis. With our software, you can manage any type of document, control its versions by users who created or modified it, when the revision was made and who approved the changes. You can query the information with search criteria and generate reports out of it. If your organization requires multiple documents to be linked across different modules or processes, you can do so with the help of hyperlinks. This aids in referring to the document for future tasks. Without our data security feature, you can assign access rights (create, view, edit, delete) to the employees. This makes sure that highly sensitive documents are modified only by superiors and no unintended updates are done. With all these features, HQMS document management software stands out as the one-stop source for all your document control processes.
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