Across the globe, billions of paper documents are produced by individuals, small offices and large organizations every day. Many of these documents are read once, filed away and forgotten about. As the months and years go by, a huge amount of costly office space gets blocked so that these paper documents can be stored in filing cabinets on-site or on off-site rented locations
Document Control can not only improve the management of your data but also help build up efficiency and consistency of your business. When you have control over all your documents It saves time so there is no time lost scanning, filing and retrieving documents it helps you focus on your core business activity.
5 reasons why you should have control over your documents
Retrieval of Documents :
Retrieval of documents is one of the major concerns that every organisation faces . The efficiency of the organisation depreciates if retrieval of documents is cumbersome. Document control will help you always retrieve the correct information within a reasonable period of time hence improving efficiency (In other words, no time wasted searching for a document, or information).
Who sent this document to whom, when, and with what technical or commercial content ? Why traceability? Because it ensures that you will never lose track of what happened on documents / on your project / in your department
Managing your documents :.
Getting control of documents (including latest modifications, updates, etc.) means that you will be certain that the information at hand is the most up-to-date. With document control, all revisions of a document are stored, and the document at hand is always the current one.
Your Information is secured:
By defining the rules for accessing documents (who can access a document?, who can read it?, modify it, etc) and by implementing these rules within the document management software, document control prevents uncontrolled changes on documents as well as un-authorized access to documents. At the same time ensuring that any person who needs access to a document has access.
You can definitely be assured about Consistency:
When you have your documents under control it means you are working with consistent standards and complying with industry regulations and legal requirements. This mean hassles are minimised and work can be carried on a systematic and consistent basis