Document Control Process By Sunny Dhunna

There is a significant distinction between Information Management/Document
Management and Document Control. While the former is simply concerned with
management, the latter adds a different level of control to ensure the security of
digital documents as well as simpler flow and tracking of the documents.
Even an EDMS (Electronic Document Management System) is restricted to the
process of document storage and distribution, or just interacting with them, but
the Document Control Process comprises a comprehensive set of rules for the
approval, submission, and access to these documents.
The Advantages of a Document Control System
 Administrative involvement gets reduced
 Reduced risk of losing the documents
 Implementation of hierarchical management with higher document security
 Centralized and easier access
 Simplified search and retrieval
 Audits and regulatory compliance will be easier
 Improved document analysis
 Simple integration with systems such as CRM and ERP
Process of Document Control
It is a highly complex process that converts bulky, fragile papers into easily
accessible, well-indexed, digital records that may be accessed at any time and from
any location. Because each firm has individual requirements and processes that are
unique to them, it is important to examine the competency of the organization
offering such services before implementing them. A firm should be capable of
analyzing and recommending a solution that is appropriate for you.
The following stages are included in a Document Control process:
Creating the Document — It verifies the creator’s information, the formats, and
technical issues such as naming.
Its Review And Approval – It specifies the procedure to be followed, as well as the
ultimate authority responsible for quality assurance.
Revisions, if any — Changes to the papers may be necessary over time. This phase
specifies the method and approvals required for such adjustments.
Final Document Publishing – Once all elements have been accepted, the documents
are uploaded by the authorized and designated personnel while adhering to the
security constraints and parameters.
Obsolete Papers – Another significant issue with described procedures is the
elimination of obsolete documents.
So, it is time to move away from only the Electronic Document Management
System towards a more automated, streamlined, and effective Document Control
Process. A process that improves not just the efficiency but also the overall
productivity of your firm. The emergence of many such organizations in places near
you including, but not limiting to Vancouver, Calgary, and Toronto in Canada;
Seattle, WA in the United States, etc. makes it, even more easier for you.
The way it is said, “If it isn’t documented, it didn’t happen,” so go ahead and get
your documents documented.