Document Control - The Difference Between Disaster and Inconvenience

What is Document Control?

Document control can mean the difference between disaster and inconvenience.

It ensures that the information you use is current and accounted for by outlining consistent and repeatable procedures that cover: creation, distribution, storage, retrieval, and disposal.

Document control aligns document life-cycles within your organisation with the data handling regulations that govern your industry.

This page outlines how you can turn your document management challenges into an efficient document control system.

What is a Document Control System?

A Document Control System is a comprehensive approach that combines software and established workplace processes to holistically manage the lifecycles of business information.

This entails tasks such as creating, capturing, storing, retrieving, distributing, and tracking documents, ensuring seamless flow into and out of the organisation while maintaining meticulous compliance with established standards and regulations.

What is Document Version Control?

Version control is the feature of Electronic Document Management Systems that tracks changes made to a document on a centralised master copy, only pushing the most up-to-date version to end users. Features like check-in and check-out allow users to lock records, ensuring multiple users do not make conflicting changes

A new version is created when a document is updated, and a record of all changes made gives a transparent overview of the document's history. This allows users to view the complete lifecycle of a document, including all modifications, revisions, and updates. This information can be used forensically to troubleshoot internal processes or settle disputes.

Document Control Software

Sophisticated Electronic Document Management Systems (EDMS) are the hub for creating, maintaining and tracking the success of Document Control Systems. The features of EDMS help facilitate the companywide adoption of document control procedures.

Features of Document Control

Set the Tone

Effective document control communicates your commitment to precision, accuracy, and responsible information management.

It sets a tone of professionalism and meticulousness throughout the organisation.

Demonstrate Reliability and Trustworthiness

A well-structured document control system showcases your organisation's reliability, ensuring that information is accurate, up-to-date, and easily accessible.

A document control system that leads with trust nurtures relationships with stakeholders, customers, partners, and regulatory bodies.

Consistent Standards

Document control outlines consistent and repeatable processes.

By establishing standardised methods for creating, managing, and disseminating documents, organisations reduce the likelihood of errors, confusion, and inefficiencies stemming from inconsistent practices.

Relevance at Points of Use

Document version control makes relevant documents readily available to authorised users when needed.

This minimises disruptions caused by outdated information and supports informed decision-making across various functions and departments.

What are the Benefits of Document Control?

Enhanced Productivity

Searching and accessing information is more straightforward, saving time and enhancing productivity.
Tracking changes reduce the likelihood of duplication or using outdated information, preventing costly errors.
Streamline collaborative projects by improving transparency between team members.

Quality Management

Document control standardises procedures for handling information, ensuring that processes are followed consistently to enhance the quality of work.
Document control systems can be audited to international standards of quality. This displays that your processes are high quality, secure and trustworthy to your customers and partners.

Compliant Operations

Organisations can ensure they meet the necessary measures and avoid penalties or legal issues by managing and tracking documents.
Versions histories are an auditable record of actions taken. This information gives your electronic documents legal credibility and displays compliance with data privacy legislation.

Secure Data

Document control systems protect sensitive information from unauthorised access.
Document control ensures that records are retained for the required duration and disposed of securely when no longer needed.
Information is tracked in and out of your organisation and never unaccounted for.

Establishing Document Control Policies and Procedures

Adhering to recognised standards boosts credibility and promotes trustworthiness. These standards are crucial for maximising the benefits of a document management software solution.

ISO 27001

is a widely recognised international standard that outlines best practices for information security management systems. It provides a framework for organisations to establish, implement, maintain, and continually improve their information security processes. Ensuring compliance with ISO 27001 addresses security concerns when selecting document management software.

Look for software solutions that have implemented appropriate security controls, such as encryption, access controls, user authentication, audit trails, and regular security assessments.

ISO 9001

is an international standard of quality management systems. It emphasises the importance of document control and its impact on overall quality management. A robust document management system can contribute to maintaining high-quality customer service by ensuring accurate, up-to-date, and controlled documentation.

Look for software that supports version control, document approval workflows, and document change tracking to meet ISO 9001 requirements.

BS 10008

is a British standard that addresses the legal admissibility and evidential weight of electronically stored information. When selecting a document management software, consider its audit trail capabilities, electronic signature support, and the ability to maintain the authenticity and integrity of electronic documents.