The Value Of Document Control Systems
Go to: Previous Article Next Article
Document control is not only about the capture, safe-keeping and access of documents - it also embraces the control over documents as related to the nature, format, life-cycle and purpose of the documents.
There will be many types of documents with differing reasons, natures, and lifecycles. These days, most docs will not be hard copy, but instead electronic records and may not really look like the normal document. This trend renders the conventional ways of record keeping unattainable and the remedy lies in applying state-of-the-art technologies. With the expansion of PC's in the early 80's it became essential to pay attention to developing software solutions to handle the new requirement for document control and storage, as it now started to be possible to not only store Computer generated documents, but also photos, prints, architectural plans, etc. Nevertheless it was soon obvious that a second wave of development was necessary, this time to incorporate different electronic file types, but also to preclude staff from storing documents on their personal computers, as this practise naturally was an organisational threat as well as presenting a problem with organisational access.
Systems were created using a central repository, meaning documents could be accessed by all in a computer network. More over document control nowadays has advanced to a scenario where EDM (Electronic Document Control) can manage just about any data format that could be stored on a network. Such systems enable a business to capture faxes and forms, to save copies of the papers as images, and to store the image files in the central database for security and quick collection. Document retrieval is handled by a system of document retrieval as part of the general system. The possibility of unlimited access, even so, developed a document and organisational security issue, which is managed by collaboration tools inherent to the system. Modern day systems further provide for such difficulties as workflow and auditing abilities. All this ensures a workable secure document control system.
The issue of cooperation is an important aspect to the integrity of a document. This feature enables a document to be recovered and worked on by an authorized individual, while accessibility is blocked to any other authorised user while the document is worked on to guarantee data integrity. Some apps however require many people to work on a document at the same time in a collaboration session. In such situation the system will store such workings by anybody (called mark-ups) with such individual's ID recorded with the suitable mark-up. This means that the document can be viewed, in its entirety, but with the individual mark-ups viewable, thereby guaranteeing document integrity, notwithstanding any alterations to the document.
It is unimaginable that any large organisation in today's environment could productively operate with no document control program (EDC). With such a growth in the level of electronic records of varying types and other characteristics, it becomes difficult to manage successfully in any manual mode. These systems not only streamline the operational aspects of business, but are secure and conform to any legal prerequisites in terms of storing periods.
Article Source: Articlelogy.com
Insurance Comparison Quotes - Selected Insurance Carriers eager to quote you a price, fast!-
Word Count: 528
Reduce Your Debts Without Bankruptcy. See How Much You Can Save. Free Debt Analysis
