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May 25 | Posted By

Automating Document Control

Document control is considered one of the most widely used quality management system applications, regardless of your industry. It’s a solution that requires much less work from you, while also reducing costs and freeing up your employees to attend to more critical tasks. This technology ensures that your documents are always up to date and controlled, and allows you automatically route them from appraisal to consent to circulation.

Automating Document Control

The QMS document control solution automates routine tasks whilst making necessary interaction with the system efficient and user-friendly. With automated workflow, your daily business activities will not only be faster, more precise, and more organized, but also more visible due to integration with other quality processes. Some of the capabilities provided by document control automation include:

  1. Simple document creation
  2. The document control system allows you to automate the process of documenting and approval, though there are certain differences in each document type that must be accounted for. For instance, the policy document and work instruction does not have the same workflow, and must be created with their unique routing. But this has been factored in the system design, so it is intuitive enough to allot different workflows to various documents.

  3. Efficiencies in time and workload
  4. Document control automation will eliminate the need to enter and track data, update spreadsheets, and pull reports. This translates to considerable time-savings that ultimately allows organizations to cut down the workload of three full-time employees to that of half of single full-time employee’s time! The time-savings achieved by each company are different, though it is safe to assume that the extra time can be better assigned to more critical business aspects.

  5. Centralized repository for all information
  6. Effective document control systems typically store all business records in one central place, along with relevant information pertaining to those documents, such as document owner, department, revisions, updates, and much more. In addition to record keeping, the system also ensures that the process is controlled. This implies that all documents are read-only, and users must go through a separate workflow for any changes to be approved.

Updating single documents eliminates the risk of using outdated copies, and the centralized control makes it easier to link document control records to training management application, allowing you to create specific training programs for various employee levels accordingly.

Document control automation enhances existing document-driven organization processes, improving business process insight and productivity, while adhering to regulatory or corporate compliance requirements. The merits emerge quickly as business content is automatically directed to the right place in a timely manner, increasing transparency, simplifying collaboration, and enhancing efficiency throughout the organization.