By now you know that controlling documents is important. What you may not know is that document control is vital to all other areas within an organizatio
It’s the “meeting” place for all information and it has become more and more important in companies today. This is because automated document control manages and organizes every step of document routing from creation to review all the way to approval.
Here’s why you need automated document control:
Document Creation: Automation simplifies processes, while making them less prone to human error. In the creation of documents, an automated process allows you to easily send your documents to the people they need to go to. Once each document is set up for its unique routing, it is automatically routed to necessary employees who then review and approve all documents before use and distribution. Built-in business rules allow for any necessary exceptions to be made in the process. For example, if an employee is out of the office, the document can be delegated to next in line who is able to handle the task. This ensures that no deadlines are missed.
Automatic Routing: Each day there is an abundance of data coursing throughout an organization. Document control helps to keep this data organized and routed to exactly who needs to see it. This means that employees who have access are able to locate necessary information with the touch of a button. This eliminates the paper chase and saves wasted time.
Integration with Employee Training: When new documents are added, they have the ability to be routed immediately. This helps with training employees on those documents. Once they are routed, the Document Control system provides a seamless transition from document to approval to training. Administrators can pick and choose an individual or group to assign training to and can check on that training through specific folders of employees. This will show if training was completed and if the score was pass or fail. In the event of an adverse situation, with a Document Control system you’ll have visibility into all training that took place so you can figure out if there was enough training administered to handle the situation—if not, you can re-route it. With document control, training can be administered practically immediately.
Integration with Change Management: Document control is a cyclical process. Since the market is constantly changing, it makes sense that changes will need to be made in the long and short term. Incorporating a change request process into the document control workflow ensures that all changes are followed with a process specifically designed by your company. This can be requested to multiple related documents or singular documents and still get the job done.
So when looking to organize your company, consider automating your document control process. Automation helps simplify the process, reduces the amount of time needed to produce reports, and keeps data transparent and readily accessible.