Organization isn’t just a benefit to companies in today’s business market; it’s crucial to achieving success. But why is it so important? Why is it that the most organized companies seem to be the most successful, and those that are the least organized seem to suffer the most?
It’s because many errors or adverse events can be tracked right back to a lack of organization in document management and control.
Simplifying Document Management and Control
Documents are the recorded information and objects used within a business to create and distribute a product or service. Document management and control is the systems or software used to track these documents or electronic images of those documents.
The Advancement of Document Management and Control
Originally, these documents were paper forms. Some companies still use them today, but because these have become less effective methods by which to manage whole companies, many have graduated electronic forms, such as Word or Excel. But even these have drawbacks in their use and application within corporations.
The problems with outdated and ineffective document control methods are extensive and often far reaching, extending to all aspects of an organization, from decision making to production. Some of the potential problems may include:
- Businesses may be unable to meet the rigorous requirements of internal or external compliance regulations.
- Unauthorized changes made to crucial documents and those changes may be difficult or impossible to track.
- Administration staff may have to spend extra time distributing documents, correcting mistakes, seeking approval for changes, improving, or managing critical documents.
- Internal audits that could improve production and functions could end up being a waste of time and resources. Even worse, they may not be done at all.
- Lack of accessibility, which does not provide a single source of “the truth” and makes it difficult to find the latest version.
- Finding the Solution
Document management doesn’t have to be a problem. There are solutions helping companies get organized and back on track. The most beneficial and practical solutions are found through the use of document management and control software. Designed to help companies easily track, modify, store, and distribute documents, this type of software can provide a number of benefits, including:
- Workflow Management Software reduces document management and control costs by automating creation, distribution, and approval tasks.
- Documents can be altered or replaced in batches, reducing the amount of time spent on managing and editing.
- Less time and manpower needed to create, distribute, and alter documents means administration staff can focus more of their time on high priority tasks.
- The propensity for errors are reduced, thanks to a central repository for document storage, and locking features to ensure that only authorized personnel can make changes.
- Paper trails created through automatic tracking and monitoring make internal audits easier and faster to perform.
Want to learn how to get your business started with document management and control software? Check out this blog where we help you get started with document control and management. For other questions or assistance, contact us here.