What are Document Control Systems?

Chris Nahil
By Chris Nahil on September 22, 2023

Document control systems are integral to modern business operations, especially if you’re in a sector that has stringent compliance and quality management requirements. Document control systems manage the creation, review, modification, and archiving of documents in an organized and centralized manner, helping you maintain compliance, efficiency, and data security.

What is a Document Control System?

A document control system is a software solution for managing and storing your organization’s documents. It’s designed for compliance, security, and quality management and helps to ensure that only authorized personnel can access any documents in the system. It also serves as a single point of truth for your organizational documents, from policies and procedures to contracts and employee records.

How Does a Document Control System Work?

Document control systems, using document control software, work by storing documents in a secure, centralized database. This secure software solution allows for version control, access control, and audit trails, ensuring that your records are up to date and only accessible by authorized personnel.

Why Document Control Systems Are Important for Compliance

Compliance is a critical aspect of any business, and a comprehensive document control system is essential for ensuring that your organization meets industry standards and regulations.

Document control systems help you manage a wide range of compliance-related documents, including policies, procedures, and employee and industry-related records. This centralized repository stores your documents securely and remains easily accessible for audits and inspections.

With features like version control and audit trails, you can easily track changes and see who accessed which documents and when. This visibility lets you maintain a transparent and accountable compliance process.

If your organization lacks a robust document control system, you may face non-compliance, legal issues, and financial losses. Operational inefficiencies can also be a significant issue, as poor document control can lead to errors and inefficiencies. In turn, this affects your organization’s performance and customer satisfaction.

Benefits of Document Control Systems

One of the most significant advantages of implementing a document control system is the assurance of compliance with industry standards and regulations. These software systems help you maintain a secure, appropriately accessible central repository of all compliance-related documents, making audit trails easier and trustworthy and ensuring your business is always ready for inspections or audits.

Quality management is another area where document control systems come into play. By centralizing all quality-related documents, you can streamline your quality assurance processes, making it easier to identify areas for improvement and implement changes more efficiently.

You can also set access permissions for each document. This feature ensures that only authorized personnel can view or modify documents, protecting sensitive data and maintaining data integrity. A secure document control setup minimizes the risk of data loss due to human error or malicious activity by protecting against unauthorized access and data breaches.

Document management software also facilitates remote access for global and remote collaboration. Relevant team members can access the documents they need from anywhere, at any time, regardless of time zones and location.

Properly integrated document control software makes it easy to find and update documents. This easy document retrieval ensures transparency and efficiency and that everyone works from the most current document versions, reducing the risk of errors.

And although it’s a frequently overlooked benefit, sustainability is increasingly important. A robust document control system reduces the need for paper documents, contributing to your organization’s sustainability and carbon footprint reduction efforts.

Features of ETQ Reliance Document Control System

ETQ Reliance offers a highly customizable document control solution tailored to your organization’s needs. Its standout features include Google Docs integration for real-time collaboration and advanced access control based on user roles.

The system also provides automation capabilities, such as auto-routing training documents to new hires. Security is another priority, with role-based access control ensuring that no one outside of specific roles or departments can interact with sensitive documents.

Additionally, ETQ Reliance seamlessly integrates with other quality management systems and external applications like CRM and ERP, making it a comprehensive solution for document management.

Leverage the Power of Document Control Systems to Transform Your Quality Management

If you haven’t already, now is the time to leverage a document control system to improve your document management and overall quality management processes.

To learn more about how ETQ Reliance document control software can benefit your organization, consult an expert.