Document management is among the most crucial aspects of any organisation. This is where you store, create and distribute all your documents that are sent out and manage the flow of information for your customers. A well-managed process for managing outbound documents can enhance customer service and increase profits and sales. However, a poorly-managed document management system can result in lost documents, disorganization and chaos that can damage your reputation and brand image, cost you money and even lose customers.
Capture, storage and retrieval are the three major features of a system for document management. This includes scanning paper documents into digital format, incorporating indexing by hand entry, enterprise resource planning (ERP) integration with zonal optical character recognition (OCR) barcoding, or other methods, and sharing the documents for use. An EDMS will also allow collaboration within the company with features like tags, categorization, search capability.
Central storage is a virtual data rooms way to protect your documents from error and malicious intent with access controls and version control. This ensures that the most current versions are always available and older versions can be archived quickly.
Outbound document management systems can be used to ensure conformity with external and internal regulations. Features such as retention schedules, document classification and tagging and automated workflows help your team adhere to ISO 9001 Document Management Standards, FDA and GMP regulations and other regulatory requirements.
