The Three Key Features of a Document Management System

Document management is an important aspect of any organization. This is the place where you create, store and distribute all of your outbound documents and manage the flow of information to your customers. A properly managed outbound document management system can enhance customer service and boost sales and profitability. However, a poorly run document management system could lead to destruction of documents, chaos and chaos that can damage your brand reputation, cost you money and even lose customers.

Storage, capture and retrieval are the three main elements of a system that aids in document management. This entails scanning paper into a digital format, and adding indexing via hand entry, enterprise resource management (ERP) Integration and zonal optical characters recognition (OCR), or barcoding, before distributing the document for use. A EDMS can facilitate collaboration within an organization with features such as tagging and categorization.

Access controls and version control can safeguard your documents from malicious intent and mistakes. This ensures that the most recent versions are always available and that older versions are archived easily.

Outbound document management systems are an excellent method to ensure compliance with internal or external regulations. Features like retention schedules, document classification and tagging as well as automated workflows will help your team adhere to ISO 9001 Document Management Standards, FDA and GMP regulations or other regulatory requirements.

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