Document management is among the most important aspects of any organization. This is where you store, create and distribute all your documents that are sent out and manage the flow of information to your customers. A well-managed outbound document management process will improve customer service and boost profits and sales. A poorly managed system for managing documents can cause chaos, disorder and loss of documents that could damage your brand, cost you money, and may result in customers leaving.
The three main characteristics of a document administration system are capture, store and retrieve. This entails scanning paper into a digital format and indexing the document using hand entry, enterprise resource management (ERP) Integration with zonal virtual data rooms optical characters (OCR), or barcoding, prior to sharing the document for use. An EDMS can aid collaboration within a company through features like tagging and categorization.
Central storage can protect your documents from errors and malicious intent by using access controls and version control. This ensures that newer versions are always available, and older versions are stored in a easily accessible manner.
Outbound document management systems can be used to monitor compliance with internal and external regulations. Features such as automated workflows, document classification, tagging, and retention schedules can help your team comply with ISO 9001 Document Management Standards or FDA and GMP regulations.