The Three Key Features of a Document Management System

Document management is an essential aspect of any organization. This is the place you create, save and distribute your outbound documentation and where you manage the flow of information to your customers. A well-managed process for managing documents outbound can improve customer service, boost sales and improve profitability. However, a poorly-managed document management system can lead to loss of documents, chaos and chaos that can damage your brand reputation, cost you money, and even lose customers.

Capture, storage and retrieval are the three primary features of a system for document management. This includes scanning paper into a digital format, and adding indexing through hand entry and enterprise resource management (ERP) Integration, zonal optical characters recognition (OCR) or barcoding, before distributing the document for use. An EDMS will also allow collaboration within the company with features like tags, categorization, search capability.

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

Outbound document management systems are also an excellent method of ensuring compliance with internal or external regulations. Features such as retention schedules, document classification and tagging and automated workflows help your team comply with ISO 9001 Document Management Standards, FDA and GMP regulations or other regulatory requirements.