Document management is among the most important aspects of any organization. It is where all documents that are sent outbound are stored, created, and distributed and where you can manage the flow of information to your customers. A properly-run outbound document management process can enhance customer service, and increase sales and profitability. A poorly managed system for managing documents can lead to chaos, disorganization and lost documents https://shareit-download.org/the-role-of-virtual-data-rooms-in-ipo-preparation/ that can damage your brand, cost you money, and even result in customers leaving.

The three main characteristics of a document administration system are capture, store and retrieve. This involves scanning paper into a digital format and indexing the document using hand entry, enterprise resource management (ERP) Integration and zonal optical characters recognition (OCR) or barcoding, before distribution of the document for use. An EDMS can aid collaboration within a company through features such as tagging and categorization.

Access controls and version control safeguard your documents against malicious intent and mistakes. This ensures that versions with a newer version are always available, and older versions are stored in a logical and accessible way.

Outbound document management systems are also an excellent way to ensure compliance with internal or external regulations. Features such as automated workflows, document classification, tagging and retention schedules can assist your team in complying with ISO 9001 Document Management Standards or FDA and GMP regulations.