Document control and management is vitally important to any organization. It provides the means to share the correct information at the right time. Although this is a very desirable outcome, actually realizing these results is a significant challenge. Here we discuss the big picture of document management and the benefits of using document control software.
To compound the challenges faced, business is continually changing with additional variables being introduced all the time (e.g., changes in staffing, changes in customer requirements, changes in management requirements). As a result, hundreds of hours are needlessly wasted managing the document management process.
Within every organization, there are documents responsible for ensuring that everyday processes function properly. Securely and confidentially storing those documents while still ensuring they can easily be accessed, reviewed, and tracked to create a reliable audit trail throughout the life cycle of each document is the heart of effective document control.
Unfortunately, most organizations struggle to make such a document control system a reality in their day-to-day practices. Let’s look the problem and how the solution leads to big benefits and return on investment.
All too often, employees struggle to find the most up-to-date document, or they are not aware of a newer version of the document. Mistakes that cost the organization time, money, and manpower are made.
The demand on each individual employee is higher than it has ever been. To save time, they take shortcuts and, because they are frazzled and overworked, they become more susceptible to common errors that may be detrimental to the organization as a whole.
Quality Control Engineers are already short on time. Time spent on manually submitting engineering change notices can take away their focus from other important tasks.
Documents may be difficult to access, search for, or review. Time and manpower are wasted in trying to find the most up-to-date document. Audit results often suffer.
All the confusion and chaos in trying to locate the proper document can make it difficult to comply with quality requirements such as ISO 9000/9001, ISO 13485, ISO 14000/14001, ISO 14971, ISO 17025, ISO 22000, HACCP, TS 16949; TL 9000; AS 9100; cGxP, 21 CFR Part 11, QSR Title 21 Part 820, A2LA, or OHSAS 18001.
CEBOS’ cloud-based MQ1 Document Control and Management software solution provides a safe and secure solution that saves both time and money for both small and large corporations.
The document management system eliminates manual administration and distribution of documents by electronically automating the entire document management process, including: editing, routing, and approval. The system includes complete revision control and archival of previous versions, for an extensive audit trail of each file controlled. It acts as a central, single source repository for users, enabling access to the latest and greatest version of any stored file. This cloud based document control software is an extremely versatile yet incredibly user friendly system, all while complying with critical business requirements and quality standards.
Versatile and user-friendly, its automated process enables effective tracking, editing, routing, approval, archiving, and distribution of documents. Overall, it is a more effective method for handling, storing, and managing documents.
Controlled templates make document creation fast and easy, while Workflow Management automates the distribution and approval phases of large processes. Reduce time and effort by completely automating all aspects of the engineering change request process.
Employees find the right document through easy-to-use searchability functions, giving them more time (and head space) to focus on accuracy of data. Start from controlled template files to suit specific needs of different document types..
Saved time and fewer errors mean big savings for the organization as a whole. Workflow Management Software reduces document control and management costs through automating the creation, distribution, and approval tasks in the document workflow process. Eliminates unnecessary costs and non-conformances arising from the use of incorrect documents by storing the latest version of documents in one central repository and securely controlling access.
No more worrying during audits. Traceability and easy access of document life cycles help to improve the company’s ability to comply with quality standards. Automatically track and monitor the status of all documents. Eliminates time spent locating approved, in process and obsolete documents