Have you ever…

…experienced wasting so much time to retrieve a specific document?

…encountered errors due to the lack of document standardization?

…struggled to demonstrate compliance with regulations due to missing documents?

Employees’ daily challenges in managing and controlling documents in the workplace are known as pain points. These problems can occur in any organization, regardless of size, when document workflow, standardization, and storage processes are not properly implemented. In addition, they can significantly impact an organization’s productivity and efficiency. This blog post will dive into the benefits an organization can reap from investing in a robust document management and control system. Organizations can effectively address these bottlenecks and improve their overall performance by implementing a document management and control system.

(Read more: What is document management, and what is a DMS? )

Imagine your organization has implemented a document management and control system…

More efficiency in time and costs

One of the main ways that a document management and control system can save time and costs is by streamlining document management processes:

• Implementing version control to make sure the latest revision is being used throughout the organization
• document sharing with internal and external parties and collaboration via check-out/check-in functionality

Employees can spend less time searching for and managing documents and focus more on their core responsibilities. This can lead to increased productivity and can help to reduce the need for additional staffing or overtime from employees.

Next, a document management and control system can also automate certain tasks:

• document review process
• document approval and stamping

These can reduce the need for manual labor. The features free up employees’ time and reduce the need for additional staff to handle these tasks.

Ensured regulation compliance

A document management and control system can help organizations with:

• Document storage and organization
• Metadata search
• Access control
• Audit trail

These features ensure that all necessary documents are properly stored, organized, and easily accessible. This is important for regulatory compliance because it allows organizations to quickly locate and share relevant documents with regulatory bodies as required.

Furthermore, a document management and control system can also help organizations maintain proper document retention policies, often a requirement for regulatory compliance. This can include the automatic archiving of older documents and the ability to retrieve and access them easily.

Additionally, the system can help organizations track who has access to sensitive documents and when they access them. This can be important for regulatory compliance, especially in industries where data security is a big concern.

Summarizing

Investing in a robust document management and control system definitely improves an organization in various ways. It is an essential tool for organizations of any size because it:

• improves efficiency and productivity
• saves costs
• ensures regulatory compliance