Document control und document management are two terms that are often confused easily. Both have different purposes within a business – document management being a system in which documents are safely stored, archived, and controlled. Meanwhile, document control is more towards compliance and regulations where the security of documents is involved. Through proper and systematic management, effective document control ensures that all stakeholders have access to the correct version of documents that simultaneously meet regulatory and organisational requirements.
Enhancing document management with document control
Without a robust document control system, businesses often face issues with inconsistent and outdated documents, leading to errors and miscommunications. It ensures that only the most current and accurate documents are used. Version control mechanisms track changes and updates, preventing the use of outdated information. This consistency is vital in maintaining high standards across all business processes.
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The document approval process can be time-consuming and prone to bottlenecks, particularly in large businesses with multiple approvers. A document control system streamlines the approval process by automating workflows and providing clear visibility into the status of documents. Automated notifications and reminders ensure that approvers are aware of pending tasks, reducing delays, and ensuring timely approvals. This efficiency is crucial for project management, where timely document approvals can significantly impact project timelines.
Additionally, regulatory compliance requires meticulous record-keeping and documentation. Manual processes can lead to non-compliance due to human error or oversight. A proper system for controlling and managing documents helps organisations maintain compliance by ensuring that all documents meet regulatory standards and are easily retrievable during audits. These systems provide a clear audit trail of document changes and approvals, demonstrating compliance with industry regulations and standards.
Implementing document control in project management
Many projects happen within a business throughout the year. Therefore, when it comes to project management, it makes all the difference to have proper document control. Stakeholders have a responsibility to clearly define procedures needed for document creation, review, approval, and distribution. Ideally, every team member is trained on these procedures to maintain consistency.
Companies should also look into using software that has features such as version control, automated workflows, and secure access controls. This allows for easy tracking and reporting so that bottlenecks can be identified and documents can be moved smoothly through the approval process. Through the process of monitoring, regular audits and reviews are an added layer to enhance continuous improvement within the company’s strategy.
Conclusion
In conclusion, effective document control is a cornerstone of a robust document management strategy. By improving accuracy, streamlining approvals, enhancing compliance, boosting accessibility, and mitigating risks, document control systems help organisations manage their documents more efficiently. In project management, these benefits translate to more efficient workflows, better collaboration, and timely project delivery.
Download our Document Management Datasheet to learn more about document control and automation.
About B2BE
B2BE delivers electronic supply chain solutions globally, helping organisations to better manage their supply chain processes, providing greater levels of visibility, auditability and control. We’re driven by a passion for what we do, inspired by innovation, and underpinned by a wealth of knowledge. With over 20+ years of experience, the B2BE teams operate worldwide.
For more information, visit www.b2be.com.