A Basic Guide to Document Control Software

Posted February 17, 2022

Document control software is also known as document management software, an electronic management system or compliance management software. These names are basically interchangeable and they are there to help you get control over your documents and the management of them. Businesses of any size can use document control software and this even includes a person that is single-handedly running his own business. In organizations of all sizes large medium and small, document control software can help keep your business running on the right track.

Why Does Your Business Need a Document Control Solution?

Document control software is a platform for your business you can use to manage, organize and store your vital documents electronically. A document control solution, however, should not be confused with simple cloud or servers storage that you might find in centralized network systems or platforms such as Dropbox. If you have been using a centralized location to store your documents you have started off with the right step but document management software offers much more than simple storage. It provides workflow automation, security compliance, continuity capabilities, app integrations and much more.

When you put a document control solution in place you’ll eliminate the need for a filing system for paper documents and you won’t have to rely on your hard drive to store all of your paperwork. Document control software provides automated solutions for putting workflows into place, sharing documents with other employees and team members and offers the highest level of security for storage.

Compliance Management Software

If you are working in an industry that has compliance regulations you’ll need to look for a document control solution that is known as compliance management software. A lot of document control software solutions do offer this feature but you’ll need to make sure that the software you are thinking of purchasing has it if you are in a compliance-regulated business.

Easy Access to Documents

Document control software allows you to find documents at the push of a button when you need them fast. If you have been dealing with paper documents that have been sprawled across your desk, now is the time to get them organized electronically so that they can be easily retrieved. It’s important to keep a well-organized document system in place so that you can find things fast and share them easily with others. Whether you need to share documents with team members, customers, third-party vendors or other employees, it’s important to know where your documents are at all times for easy access.

The best document control software will allow you to categorize your documents and place them in hierarchies. You can also organize them by keywords and alphabetically. There is no end to the way you can organize your documents when you are working with the best document control solution available. Look for one that gives you the flexibility you need so that you can have the software working for you in the best way possible.

A Strategy to Safeguard the Future of Your Business

We have learned from the Covid-19 pandemic that anything can happen at any given moment. An emergency or a crisis can completely catch us off guard and slow down or even stop businesses from running. When you take all of your paper files and store them safely within a document control software package you’ll be setting your business up for longevity. Part of a solid business plan moving forward includes the proper management and storage of all of your documents. They should be placed in an area where you can get secure access to them 24 hours a day, 7 days a week.

Protection against Security Threats

Document control software offers the highest level of protection against threats of cyber security. Storing sensitive data in file cabinets or on a local server or hard drive opens a business to the threat of getting hacked. When you’re dealing with confidential files it’s especially important to make sure that they are well-protected so that you don’t have to deal with any liability issues down the road should your information be compromised. In this day and age, cyber security is a real threat to businesses and should be taken extremely seriously. Use document control software you can trust to maintain the integrity of your business.

Increase Your Remote Work Options

With more and more people working from home due to the pandemic situation, it’s important to have a system in place that allows workers to access the documents from their home offices. The best document control solution gives all employees the ability to access the documents they need to remain productive even if they can’t get into the main office. It also allows workers to access everything they need when they are traveling for business purposes. Document management software allows production to keep rolling no matter where your workers are in the world.

Learn more about the best document control software on the market today by visiting our website now at interaxgrp.com. You’ll be able to test drive the software to make sure that it would work for your business and our helpful technical team will answer any questions you may have. We’ll also let you know how the software can be customized according to your specifications.