When a company searches for document solutions, they often encounter terminology that confuses their efforts. Is document storage sufficient, or is document management necessary? And what about document control? Each document solution is well suited for particular challenges and industry requirements. What works for another company may not work for you. In this post, we will explain more about document control software, how it works, and how you can know if it is the right solution for your organization.
Document control software, as its name implies, offers far more control than most document management software. In a document control system, every file exists in a closely monitored document repository. With highly customizable security options, each file, user, and group receives individual security credentials. Every time a user modifies a file in any way, whether reading, editing, or sending, the system records the activity. Additionally, document control software supports electronic signature support, file encryption, and secure document sharing.
In any highly regulated industry, document control is essential. The software allows companies to focus on their primary business objectives while ensuring compliance with the strictest standards. This benefits the organization by decreasing the cost of in-house security and compliance while also increasing efficiency and ensuring audit-readiness. Many paper-based companies struggle with version control and collaboration because papers travel to far corners of the organization. With a document control system in place, these difficulties find quick and simple solutions.
There are some key questions to ask yourself to identify the correct document system for your needs. Firstly, consider your industry’s regulations. How much time do you spend ensuring compliance and tracking your documents’ life cycles? If trying to keep up drives you to distraction, it’s time to look for a solution. Secondly, look at your team structure. Are your collaborators spread across the country and often work outside the office? If so, the flexibility and accessibility of a document control system ensure your team accomplishes their projects with full security. Finally, reevaluate your reporting system. Accurate evaluation is essential to business success. If your system doesn’t give you regular, comprehensive overviews of your productivity, you need new tools.
The terms in the document management world can be perplexing, but they don’t have to be. With the information in this post, you can make an educated decision regarding the needs of your company and the benefits that document control provides. Looking for the best document control on the market? MaxxVault is feature-rich and ready to meet your needs. Contact us today for more information.