The Three Key Features of a Document Management System

Document management is among the most crucial aspects of any business. This is the place you create, save and distribute all your documents outbound and manage the flow of information for your customers. A properly managed outbound document management system can enhance your customer service, and increase sales and profitability. However, a poorly managed document management system could result in lost documents, disorganization and chaos that can harm your brand’s reputation and cost you money. You could even https://shareit-download.org/the-role-of-virtual-data-rooms-in-ipo-preparation/ lose customers.

The three main characteristics of a document administration system are capture, store and retrieve. This can be accomplished by scanning paper into a digital format, and adding indexing through hand entry, enterprise resource management (ERP) Integration, zonal optical characters recognition (OCR) or barcoding, prior to distribution of the document for use. A EDMS will facilitate collaboration within an organization through features like tagging or categorization.

Access controls and version control can safeguard your documents against malicious intent and mistakes. This ensures that updated versions are always available and older versions are archived easily accessible.

Outbound document management systems can also be used to make sure that you are in compliance with external and internal regulations. Features such as retention schedules, document classification and tagging and automated workflows allow your staff to comply with ISO 9001 Document Management Standards, FDA and GMP regulations or other requirements of regulatory compliance.