Document management is among the most important aspects of any company. This is the place you create, save and distribute your outbound documents and manage the flow of information to your customers. A properly managed outbound document management system will improve customer service, and increase sales and profitability. However, a poorly run document management system can cause destruction of documents, chaos and chaos that can harm your reputation as a brand, cost you money and even lose customers.
Capture, storage and retrieval are three of the main elements of a system that aids in document management. This entails scanning paper into a digital format and adding indexing through hand entry or enterprise resource management (ERP) Integration with zonal optical characters (OCR) or barcoding, prior to distributing the document for use. An EDMS can also facilitate collaboration within the organization through features like tags, categorization, search capabilities.
Access controls and version control safeguard your documents from malicious intent and mistakes. This ensures that versions with a newer version are virtual data rooms always available, while older versions are archived in a way that is easily accessible.
Outbound document management systems are also an excellent method to ensure compliance with internal or external regulations. Features like retention schedules, document classification and tagging as well as automated workflows can help your team comply with ISO 9001 Document Management Standards, FDA and GMP regulations or other requirements of regulatory compliance.