The Three Key Features of a Document Management System

Document management is a crucial element of any company. This is where you create, store and distribute all of your outbound documentation and where you manage the flow of information to your customers. A well-managed process for managing outbound documents can improve your customer service and increase sales and profitability. However, a poorly run document management system could cause destruction of documents, chaos and chaos that can harm your reputation and brand image and cost you money. You could even lose customers.

The three primary aspects of a document management system are capture, store and retrieve. This includes scanning paper documents into digital format, adding indexing using hand entry, enterprise resource planning (ERP) integration, zonal optical character recognition (OCR) barcoding or other means, and then distribution of the documents for use. An EDMS can aid collaboration within an organization by using features like tagging or categorization.

Access controls and version control can safeguard your documents from malicious intent and mistakes. This ensures the latest versions are always accessible, and that older versions are easily archived.

Outbound document management systems are also an excellent way to ensure compliance with internal or external regulations. Features such as retention schedules, document classification and tagging, as well as automated workflows allow your staff to adhere to ISO 9001 Document Management Standards, FDA and GMP regulations or other regulatory requirements.

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