Document management is a crucial aspect of any organization. This is where you store, create and distribute all your documents that are sent out and manage the flow of information to your customers. A well-managed system for managing outbound documents can improve customer service, boost sales and improve the profitability of your business. However, a poorly-managed document management system could cause lost documents, disorganization and chaos which can damage your reputation as a brand, cost you money, and even lose virtual data rooms customers.
Storage, capture and retrieval are the three primary features of a system for document management. This entails scanning paper into a digital format and adding indexing through hand entry, enterprise resource management (ERP) Integration and zonal optical characters recognition (OCR), or barcoding, before distributing the document for use. A EDMS will facilitate collaboration within an organization by using features like tagging and categorization.
Central storage can safeguard your documents from errors and malicious intent using access controls and version control. This ensures the latest versions are always accessible and that older versions are archived quickly.
Outbound document management systems are an excellent method to ensure compliance with internal or external regulations. Features such as retention schedules, document classification and tagging, and automated workflows help your team comply with ISO 9001 Document Management Standards, FDA and GMP regulations and other regulatory requirements.