Every company looks for ways to save costs and increase the productivity of their processes and their employees. Since time is of the essence in every organization, it is important to identify ways to increase efficiency and early in the business lifecycle as possible. With advances in technology, there are various ways to achieve these goals. One of these ways is to use electronic document control system, where business productivity can be increased and savings can be realized. According to online sources, document control software is defined as a computer system that is used to store and track electronic documents or images of paper documents.
So how can you document control your organization save time and costs in the management of critical business information?
Document control is usually a document storage that provides effective control of all data in the enterprise. With this type of software, you can improve communication, traceability, compliance and control of key business processes.
To illustrate some ways in which electronic document control system can help a company, we have listed a few ways here:
Easy Search and retrieval
The first advantage of the automatic document control is to go paperless. With document management software, staff will not need to spend time filing documents and then searching for the right documents every time they needed to find a document. All important company information is stored in a central repository that can be accessed only employees who have been authorized to access information related to their responsibilities. Finally, to offer quality supervisors, security and management of enterprise information and processes.
Quick Approval Process
In every organization there are times when a document has to sign off and approval of various departments. If the command staff has to carry all the documents manually to the relevant department, the project could spend 50-60% of the time taken compared to the time spent using the automatic document control. In addition, the margin for error is significantly higher in human relations. Using document control software allows you to send documents electronically and assign different rights to the relevant manager. Set up the organization hierarchy allows management to request changes, accept changes, announced his remarks rejected and approve changes – all of which provides enterprise-wide visibility projects. With this management and subordinates can stay on top of things, keep track of each project and achieve tight deadlines. We have only some of the internal benefits, but what about the external benefits, such as improving customer perception and in accordance with regulatory requirements?
Effective Information Management
success of any company depends on how customers perceive you and there is nothing better than to keep customers happy. Word of mouth is the most common form of positive attention and attract new business. Electronic document management will ensure your customer service and sales teams are the latest information and constantly share it with potential customers and clients.
When dealing with regulators, having the right information available at the right time can prove very useful for the company. Imagine that you are a pharmaceutical company seeking approval for new medicines, usually called “the new drug application ‘(NDA). NDA contains extensive data on the drug testing program including information on clinical trials. Each NDA contains thousands of pages, which means that the margin of error is quite high if data is recorded and controlled manually as it will be a different team involved in various stages of clinical trials. Even one piece of important information is missing can cost your company millions of dollars. Being able to put your hands on the most updated documents quickly is important, but also indicates that regulators how efficient the system is in your company when asked to access this information on the site.
With the growth of technology and the increasing demand for electronic systems Document Control, organizations of any size can easily find a solution that meets their business needs and their budget. Many manufacturers also offer a cloud-based / SaaS solutions and document control system can be run as a service and implemented in days of low monthly rental fee.