Document management is one of the most crucial aspects of any business. This is the place you create, save and distribute all of your outbound documentation and where you manage the flow of information to your customers. A well-managed outbound document management process can improve your customer service and increase profits and sales. A poorly-managed document system can cause chaos, disorganization and misplaced documents that could harm your brand, cost you money, and could result in customers leaving.
Storage, capture, and retrieval are the three major features of a system for document management. This includes scanning paper documents into a digital format, adding indexing through hand entry, enterprise resource planning (ERP) integration and zonal optical character recognition (OCR) barcoding, other means, and then distribution of the documents for use. An EDMS will also allow collaboration within the organization through features such as tags, categorization, search capabilities.
Central storage can shield your documents from error and malicious intent by using access controls and version control. This ensures that the latest versions are always accessible and that older versions are archived quickly.
Outbound document management systems can be used to make sure that you are in the compliance of internal and external regulations. Features such as retention schedules, document classification financing mergers and tagging and automated workflows allow your staff to comply with ISO 9001 Document Management Standards, FDA and GMP regulations and other regulatory requirements.