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This can include everything from external attacks on your servers to employees sending sensitive documents through email. Document control establishes security protocols to protect private information from unauthorized access. Most businesses work with sensitive data, from employee records to credit card information to proprietary company data. In construction, it might prevent a team from working from an out-of-date drawing set. In a retail business, that might prevent a customer from ordering an item that's no longer available. Document control manages access, tracks revisions, prevents changes by unauthorized staff, and orders versions to ensure that all employees are always working with the latest information. Version control is the very heart of a document control system. You now have to decide whether to honor the prior terms or ask them to sign the updated handbook. Your recruiter isn't alerted to the change and has two new hires sign the prior handbook.
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Consistencyĭocument control ensures your employees are all working from the same documents and standards, which can prevent massive headaches.įor example, say you change your vacation policy and update your handbook. This saves employees time looking for documents and checking their validity. It also manages content through workflows and systems to reduce redundancy. Document control organizes and tracks your documents for easy access by employees who need them. Efficiencyĭocuments often live in multiple applications and locations. Benefits of implementing a document control systemĪ quality document control system is built on document management best practices to help your business work better and smarter, and there are several benefits. However, document control is a much narrower field focused on managing changing versions of critical documents to ensure accurate, up-to-date information at all access points. document management: What's the difference?ĭocument management (DM) and document control are both records management systems for an organization's documents throughout their life cycles, from receipt or generation to disposal. Organizations with complex documentation may want to employ a document control specialist to manage their programs. It’s also a standard of quality management systems (QMS) under International Organization for Standardization (ISO) 9001. Overview: What is a document control system?Ī document control system is a process for approving documents, updating them as needed, tracking changes, ensuring version control, managing access, and archiving obsolete documents.ĭocument control management is especially important for businesses that rely on documents that change frequently and industries where precision and accuracy are paramount such as architecture, construction, manufacturing, and engineering. That's why every business needs document control processes for critical documents. But in any small business, lack of a document control program can damage productivity, quality, and efficiency. In businesses such as construction, those errors can be downright dangerous.
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In a business with multiple applications generating content and different teams sharing and changing them, mistakes are inevitable. I blew straight past the "Are you sure?" message and clicked without thinking because I'd grown so accustomed to working in Google Docs, which saves everything for me and even lets me review and restore prior versions. I was recently reminded how much our tools shape our habits when I exited a Word file without saving my updates.
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Find out how to implement document control in your small business. Document control can enhance your company's efficiency, quality, and security.