| Every business looks for ways to save costs and | | | | different rights to the concerned manager. Setting up |
| increase productivity of their processes and of their | | | | the organization hierarchy will enable management to |
| employees. Since time is of the essence to every | | | | request changes, approve the changes, report their |
| organization, it is critical to identify the ways of | | | | comments when rejecting and accepting changes - all |
| increasing efficiency as early in the life cycle of | | | | which provides an enterprise-wide visibility of tasks. |
| business as possible. With the advancements in the | | | | With this, the senior management and subordinates |
| field of technology, there are various ways of | | | | can stay on top of things, keep track of each |
| achieving these goals. One of these ways is in using | | | | project and achieve tight deadlines. We've only |
| an electronic document control system, through | | | | addressed some of the internal benefits, but what |
| which business productivity can be enhanced and | | | | about external benefits, such as improving customer |
| savings can be realized. According to an online source, | | | | perception and complying with the regulatory |
| document control software is defined as a computer | | | | requirements? |
| system that is used to store and track electronic | | | | Effective Information Management |
| documents or images of paper documents. | | | | The success of every business depends on how |
| So how can a document control system save your | | | | your customers perceive you and there is nothing |
| organization time and costs in the management of | | | | better than keeping your customers happy. Word of |
| critical company information? | | | | mouth publicity is the most common form of positive |
| A document control system usually is the repository | | | | publicity and attracts new business. Electronic control |
| of documents that provides a secure control of all | | | | of documents will ensure your customer service and |
| documentation in the organization. With this type of | | | | sales teams are accessing the most current |
| software, you can improve communication, | | | | information and constantly sharing that with |
| traceability, compliance and control over key business | | | | prospective clients and customers. |
| processes. | | | | Regulatory Compliance |
| To highlight a few ways in which an electronic | | | | When dealing with regulatory authorities, having the |
| document control system can assist a business, | | | | right information available at the right time can prove |
| we've listed some ways here: | | | | very useful for the business. Imagine you are a |
| Easy Search and Retrieval | | | | pharmaceutical company seeking approval for a new |
| The first advantage of automating document control | | | | drug, usually called "new drug application" (NDA). The |
| is going paperless. With document control software, | | | | NDA contains extensive data on the investigational |
| your staff won't have to spend hours filing the | | | | drug including the information about clinical trials. Each |
| documents and then searching for the right | | | | NDA contains thousands of pages, which means the |
| documents each time they're required to locate a | | | | margin of error is quite high if the data is recorded |
| document. All of the important company information | | | | and managed manually as there will be different |
| is stored in the central repository that can be | | | | teams involved at various stages of the clinical trials. |
| accessed only by personnel who have been | | | | Even a single piece of critical information missing can |
| authorized to access information that is related to | | | | cost your company millions of dollars. Being able to |
| their responsibilities. Eventually, offering the quality | | | | put your hands on the most updated documents |
| supervisors security and control over company | | | | quickly is crucial, but also represents to the regulatory |
| information and processes. | | | | bodies how efficient the system is in your |
| Quick Process Approval | | | | organization when asked to access this information |
| In every organization there are times when a | | | | on the spot. |
| document has to be signed off and approved by | | | | Conclusion |
| various departments. If the administrative staff has | | | | With the growth of technology and an increasing |
| to deliver every document manually to the concerned | | | | demand for electronic document control systems, an |
| department, the task could waste 50-60% of the | | | | organization of any size can easily find a solution that |
| time taken compared to the time spent using an | | | | will fit into their business need and their budget. Many |
| automated document control system. Additionally, the | | | | vendors also offer cloud-based / SaaS solutions |
| margin of error is significantly higher with human | | | | where a document control system can be run as a |
| interaction. Using document control software allows | | | | service and implemented in days at a low monthly |
| you to send your documents electronically and assign | | | | rental fee. |