The Three Key Features of a Document Management System

Document management is an essential aspect of any organization. It is where all your documents sent outbound are stored, created, and distributed, and where you manage the flow of information to your customers. A well-managed process for managing outbound documents can enhance customer service and boost profits and sales. However, a poorly controlled document management system can result in loss of documents, chaos and chaos which can damage your brand’s reputation and cost you money. You could even lose customers.

Storage, capture, and retrieval are the three primary aspects of a system for document management. This includes scanning paper documents into digital format, incorporating indexing using 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 enable collaboration within the organization through features like tags, categorization, search capability.

Access controls and version control safeguard your documents against malicious intent and errors. This ensures that the most current versions are always available and older versions can be archived easily.

Outbound document management systems are an excellent method of ensuring compliance with internal or external regulations. Features such as retention schedules, document classification and tagging as well as automated workflows allow your staff to adhere to ISO 9001 Document Management Standards, FDA and GMP regulations and other regulatory requirements.

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