According to an Adobe Acrobat survey, a staggering 48% of employees struggle to find documents quickly, while 36% forget the exact location of documents. These numbers aren't just statistics, they signify the inefficiency and lost productivity that results from a lack of a structured document control system.
In fact, Fortune 500 companies collectively lose an average of $12 billion every year due to inefficiencies caused by unstructured document control systems.
Continue reading to learn more about what is document control and its importance in business operations.
What is Document Control?
Document control is the process of maintaining a document from its origination to distribution or disposal. It involves creating, reviewing, modifying, distributing, and ensuring document accessibility so that documents serve their purpose and reach the right people at the right time.
Document control systems are specially designed tools that overlook the process of document control. A common example of a document control system is Google Drive, which offers a simple document control procedure that allows you to create, store, organize, and control access to files.
Document management is often confused with document control, but the terms are actually different. While document management includes a broad range of activities and is concerned with the storage, retrieval, and overall administration of documents, document control is a more specific component of document management associated with the processes that ensure documents are updated, accurate, and securely handled.
Understanding the Document Control Procedure
You can perform a document control either manually or with the help of specific document control software. The following steps are involved in a document control process:
1. Document creation
The process starts with creating a document that should be in accordance with the standard operating procedures of your organization. For better quality and consistency, you can create different templates and guidelines for each type of document your business uses regularly.
2. Review and approval
Once you have created the document, ensure that it is properly reviewed and approved to verify its relevance. The review process may involve verifying technical accuracy, ensuring compliance with industry regulations, and confirming alignment with internal policies and standards.
3. Version control
In this step, you have to manage the version of the document. This guarantees that the most up-to-date version of a document is always in use. Document version control ensures every change is recorded and a complete history of document edits is preserved.
4. Issuance and distribution
The documents that are approved are issued and distributed to appropriate stakeholders. This step ensures that all relevant stakeholders within your organization have the information they need.
5. Accessibility and retrieval
Authorized users should have easy access to documents with a reliable retrieval system in place. Fast-paced workplaces demand quick and easy access to documents to ensure seamless workflow and decision-making.
6. Security
Many businesses deal with confidential data, especially if they are involved in manufacturing, healthcare, or the financial industry. Document control enforces strict security measures to prevent unauthorized access to these confidential documents.
7. Archiving and disposal
Old or unused documents should be archived or discarded to keep the document system tidy and efficient. Archiving protects valuable past records, and automated disposal clears outdated files, keeping your system clean and aligned with data regulations.
Why Document Control is Important?
Document control serves various essential purposes in your organization. Some of these include:
1. Improved compliance
Various industry standards associated with quality management, like ISO 900, ISO 13485, and GMP part 1, mandate document control procedures as a necessity. Proper document control helps your organization stay aligned with industry regulations and steer clear of any hefty penalties.
2. Easier collaboration
Document control facilitates better collaboration within and across your organization's various departments. The centralized location of the documents ensures that team members can collaborate and access the same documents regardless of their location or device.
3. Enhanced data security
By managing who can access sensitive documents and how they're shared, document control also adds a solid layer of defense against data breaches and unauthorized eyes. Document control systems enhance security with features like access controls, encryption, and audit trails, ensuring that only authorized employees can view or modify sensitive documents.
4. Efficient retrieval
Quick access to the right document is essential for making informed decisions. Document control systems offer organized storage and smart search tools, making critical information accessible quickly when you need it.
5. Reduced risks and costs
Poor document control can result in costly errors, including compliance fines, operational setbacks, and loss of valuable intellectual property. Implementing a strong document control system helps minimize risks and cut costs linked to mismanagement, errors, and data breaches.
To automate your document control process, you can use Effivity, which simplifies it like never before. This cloud-based and powerful software tool effortlessly optimizes your document control process by providing a centralized database, efficient version control, secure encryption, and cloud storage that ensures all-time availability.
Industries that Benefit from Document Control
While document control is beneficial for almost every organization, it is especially crucial for industries that operate under strict regulations, manage complex processes, and handle large volumes of documentation. Some of these include:
Healthcare
Healthcare organizations have to deal with comprehensive patient records, detailed medical reports, and critical compliance documentation. With a document control system, these organizations can streamline documentation, enhance data security, and comply with industry regulations.
Banking and Finance
From sensitive financial and banking data to legal and compliance documents, financial institutions have to manage and secure large volumes of critical information. A robust document control system not only protects confidential data but also aids in seamless audits and regulatory adherence.
Manufacturing
Manufacturing companies have to manage extensive documentation related to inventory system, product specifications, safety protocols, quality control procedures, and supply chain management. A document control system ensures consistency, enhances traceability, and supports compliance with industry regulations.
How to Implement a Document Control System?
Adopting a document control system can greatly enhance the operational efficiency of your organization. Here's a step-by-step guide on how to seamlessly implement a document control system:
- Evaluate existing practices: Assess your present approach to document management to pinpoint areas of strength and potential improvement. Engage your team also to get firsthand insights into their document-related pain points and requirements.
- Define your objectives: Define your goals for implementing a document control system, whether it's tighter compliance, easier access, or smoother teamwork. Begin with the most urgent document management challenges that you want the new system to address first.
- Choose the right document control software: Research and compare different document management solutions that align with your goals, focusing on features like version control, robust security, and user-friendly design. Make sure the document control software can integrate seamlessly with existing tools used by your team.
- Train your team: Provide hands-on training so your team feels confident in using the new system from day one. Craft simple, step-by-step user guides that your team can use for reference.
- Implement the system slowly: Launch the system in one department before diving in company-wide. Encourage open feedback loops so you can fine-tune the system to fit practical needs.
- Regularly monitor: Review the performance of the software to ensure how well the system meets your goals. Upgrade and refine processes to ensure the system always stays effective.
Wrapping Up
Document control is a critical component of your business organization. With an effective document control system, you can enhance operational efficiency, ensure better regulatory compliance, safeguard sensitive information, and facilitate collaboration across teams.
If you are looking for a software to simplify and optimize your document control process, consider Effivity’s document control software solution.
The comprehensive capabilities of the software include creating a centralized database with metadata of every document, ensuring documented information is accessible to multiple users based on predefined access controls, using cloud-based software for seamless collaboration, encrypting data securely, and offering even more to keep your documents safe and organized.
