Organizations use document control software to manage critical documentation in a more secure and efficient way. Companies in life sciences – including biotech, healthcare, pharmaceutical, and more – use it to simplify many burdensome processes while staying compliant.
Read on to discover how organizations like yours are using document control software to save time and effort – and therefore costs.
What Is Document Control?
Document control is the process by which organizations manage documents from the point of creation to distribution and storage. It encompasses workflows that include your documents themselves, the protocols you’ve put in place to control them, and who gets to interact with them.
How to Improve Efficiency and Compliance With Document Control
The manual ways of managing documents simply don’t cut it in today’s digital environment. Whether you use document control software on your premises or in the cloud, you’ll see the following benefits:
Maintain Regulatory Compliance
Document control software allows you to automate your standard operating procedures (SOPs) through workflows and demonstrate they’re being followed. An electronic training module allows you to automatically assign content/compliance based training by job title and produce training reports for auditors with the touch of a button. The technology enables you to prove that your sensitive documents are controlled properly and accessed by only the right people. When audit time comes around, the digital storage of your documents will help you retrieve the relevant ones instantly and organize the material needed to quickly collect data for the audit.
Increase Efficiency and Reduce Overhead
Using a document control system enables your organization to lower overhead costs through several benefits. Your business will save time by not having to deal with manual, paper-based processes. With employees free from having to chase documents through workflows, they will get their day back and deliver efficiency through work instead of stagnating productivity. You’ll also see the cost-saving benefits of sustainability – with paper out of the picture, you’ll save on ink and all products related to paper processes.
Improve Quality Management Processes
Document control software ties together your quality processes – making them traceable and reportable so that decision-makers can identify both efficiencies and areas for improvement. Additionally, your SOPs, policies, and other quality processes better adhere to regulations while you manage change control and incidents.
How Document Control Software Works
DocXellent’s document control software, ENSUR, is built around open technologies that allow you to integrate with your existing applications and maximize your current systems’ potential. ENSUR is accessible by your global workforce – no matter where they are or what device they use.
Here’s what you can do with ENSUR:
Automate Manual Document Workflows
The software streamlines review, approval, distribution, retrieval, and obsolescence processes for documents. You’ll gain revision control and revision history tracking while being able to enforce document standards. You’ll also be able to automate the periodic review of aging documents.
Improve Audit Readiness
Enjoy easily searching for and finding documents come audit time. The software provides comprehensive audit trails and reports, and you’ll be able to quickly produce employee training records. If your industry requires FDA 21 CFR Part 11 compliant e-signatures, the software captures those as well and manages your entire audit process, including audit response, assigning action items, and producing reports.
Centralize and Improve Collaboration
ENSUR enables controlled access to documents in a global workforce, including employees, suppliers, and contractors. People who have secure access to documents are always supplied with the most recent version – eliminating multiple communication channels and potentially wasted time with older documents.
Maintain Complex Supply Chains and Mitigate Risks Therein
Document control software gives you instant visibility into documents located in supply chain-related workflows. You’ll be able to manage specifications more easily and remove entry points of error in those workflows.
Business Continuity and Disaster Recovery
ENSUR’s cloud-based version allows for seamless uptime in the event of a disaster, and you keep peace of mind knowing your critical business data remains secure. There is no risk of physically losing documents, and your employees maintain access to files should a cyberattack or natural disaster occur.
- What is Document Control?
- Document Control is the practice of enforcing standardized, controlled processes for managing your documents from point of creation to distribution and storage.
- What is the document control process?
- The document control process is the workflow of your documents as defined by your company’s policies, including: types of documents involved, document identification and versioning, document authoring, controlled and un-controlled document copies, review and approval routing, storing and retrieving, access control and distribution, retention and disposal, and change control.
- What are document controllers responsible for?
- A document controller is responsible for managing and executing a company’s document control process, ensuring that all documents are in compliance with company policies and standards.
- Why is it important to have document control?
- Document control is a critical piece of your company’s quality assurance system because it ensures your documentation is accurate, organized, traceable, reportable and compliant with any legal or regulatory standards.
- What are document control procedures?
- Document control procedures are the series of actions your company has established for managing your documents throughout their workflow.