Document Control Software

2007-07-24 08:31:47

( Business )



The Need for Document Management and Control

If you have a typical office, you use documents to communicate with your staff, stockholders, customers and suppliers.

When the need arises, you prepare the documents and release them properly and promptly. After distributing them, you also have to make sure that they reach the right recipients, and that the documents have been duly acknowledged.

But the process doesn't end here. The bigger job is to organize these documents accordingly so that you can track them easily when you need to refer back to them in the future.

If you have been manually managing your office documents, you could face some problems. Even on a daily basis, the sheer volume of office documents is already overwhelming especially for larger organizations. This leads not only to waste of time in locating the documents but also having to provide extra storage space in your office just to keep files.

While your office computer may be a better alternative for storing and organizing documents, you cannot access these documents at another location that is outside of your network.

Document Control Software is the Solution

Thanks to modern technology, there are now electronic document management software available. These software can enable you to store large quantities of files and organize them to suit your operations. You can create and distribute electronic documents automatically, and can store them securely. The document control software has functions for helping you retrieve the documents easily.

Some document control software use web-based or remote storage, which you can secure or restrict from unauthorized usage. This allows you to access the files anywhere, as long as you have online connection.

Document control software is compatible with any of your existing operating systems and applications. In addition to storing and organizing your files, the document management software also has access and revision control. It has audit trails to keep track of when the document was composed, as well as when there were changes made and who made them.

Distribution is very efficient as you can program the routing, approval and escalation system of the documents. Tracking your documents is made easier by a built-in search engine. The system can also show the exact status of your documents and the date it was last updated.

With web-based electronic control software, more than one person can also be allowed to access and work on the same document as you do. This feature encourages collaboration and teamwork among colleagues, and enables you to finish proposals and other writing tasks sooner.

There are many sites that offer electronic document management software for your company. You can contact them online or call them through their toll-free numbers.


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