Effective document management and control is crucial to achieving success in today’s business market. Why? Or more importantly, where does one start? How does a business go about ensuring that advances in document management control are both seamless and effective?
The answer rests within the bounds of document control and management software.
Why Outdated Systems Are a Problem
Whether it’s paper systems or electronic versions (such as Word or Excel) are likely to find that these methods of document management control are not only outdated but are highly ineffective. They create confusion, chaos, an increase of errors within the documents themselves, and wasted time and resources.
The following are just a few examples of the problems that outdated systems can cause:
- Incorrect forms may accidentally be used because personnel or administration are unable to locate the most recent version of a document.
- Unauthorized changes may be made to documents, making it extremely difficult to notice errors before resulting consequences occur.
- Internal audits may be difficult, even impossible, to conduct because the process is too confusing, rigorous, or straining of time or resources.
- Shortcuts may be taken to speed up audits, creation of documents or management of documents, resulting in a higher percentage of errors.
Change Can Be Good
Thinking of switching over to document control and management software but a little unsure if the cost or time spent implementing it will be worth the effort? Take a closer look at just some of the benefits that companies can expect to see with the right software:
- Documents become easier to track and modify.
- Accidental changes to documents can be rolled back to previous versions.
- Secure control access limits the changing of documents by unauthorized personnel.
Where to Start
Are you ready to make the shift to an improved method of document control and management? It’s important to keep in mind that every business is different. Document control and management software should be uniquely tailored to fit the company’s needs.
Start by looking at the vision of your organization. Use this vision to determine which tools and techniques will help your company achieve that vision and don’t just look at the immediate needs. One should consider the long-term benefits of a software program before taking the plunge.
A few considerations to keep in mind are:
- Can the new software accommodate the types of inputs necessary for the documents in your company’s day-to-day operations?
- Does your company need both on-site and off-site backup or access to your documents?
- What improvements can the software make to the indexing process within your organization?
- How will each department search for necessary documents and files?
- Does the software provide a hierarchy system to ensure that only authorized personnel can access and alter documents?
- Is the software program compatible with your current programs and interfaces?
- Are integration services available?
- Does your company have data that must be destroyed confidentially? If so, is this feature available?
- How much assistance do you need while integrating your new system? Are there charges per support call? Are only certain calls covered?
Still not sure if document control and management software is right for your business? Looking for a little more information on how to go about implementing it? Check out this blog where explore the role of document management and control in your business. For other questions or assistance, contact us here.