Document management is among the most crucial aspects of any organization. It is where all documents that are sent outbound are stored, created, and distributed. It is also where you can manage the flow of information to your customers. A properly managed outbound document management system can enhance customer service, and increase sales and profitability. However, a poorly run document management system can lead to lost documents, disorganization and chaos which can damage your brand reputation, cost you money and even lose customers.
The three primary aspects of a document management system are capture, storage and retrieve. This involves scanning paper documents into digital format, and adding indexing via hand entry enterprise resource planning (ERP) integration with zonal optical character recognition (OCR), barcoding or other means, and then distributing the documents for use. An EDMS can also facilitate collaboration within the organization with features such as tags, categorization, search capability.
Central storage is a way to protect your documents from errors and malicious intent through access controls and version control. This ensures that the most recent versions are always available and older versions can be archived quickly.
Outbound document management systems are also an excellent method to ensure compliance with internal or external regulations. Features such as retention schedules, document classification and tagging and automated workflows can help your team adhere to ISO 9001 Document Management Standards, FDA and GMP regulations or other regulatory requirements.
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