Document Control Services
A lot of people find document control to be exceptionally tedious. We understand!
However, the simple fact is that following basic document control principals can
help make almost any business more efficient.
Document Control is a document management profession whose purpose is to enforce
controlled processes and practices for the creation, review, modification, issuance,
distribution and accessibility of documents.
The role ensures that documentation available at official points of use within an
organization is trusted by its users and contains up-to-date, reliable, checked and
formally approved information.
It is mostly present in activity sectors or organizations
- Involving engineering and construction.
- Wherein documentation is frequently modified and updated..
- Seeking or holding ISO 9001 certification
- Wherein finding reliable, up-to-date and official documents and information is
of critical importance.
- Which are regulated.
- Wherein the unintended use of an outdated or unofficial documents can lead to
injury or death.
- Wherein large amounts of documents are produced and exchanged between different
entities.
- Involving technical operations.
- With a strong emphasis on compliance, traceability and auditability.
Document control is key to any business. It is a crucial element to ensure
efficiency, performance, reliability, traceability, quality and safety.
DOCUMENT CONTROL HELPS RETRIEVING INFORMATION AND DOCUMENTS:
A lot of companies working without professional document control are struggling with document retrieval. Imagine if every employee searches for a document or for information during 15 minutes per day (and by saying 15 minutes, I am actually quite optimistic... try to calculate how much time you devote every day to searching for documents or information, by yourself... you will be surprised).
Document control will definitely help you retrieve the correct information in a reasonable period of time. In other words, no time wasted searching for a document, or information.
DOCUMENT CONTROL ALLOWS TO GET CONTROL OVER DOCUMENTATION:
Because in document control, there is the word... "control". Getting control of documents (including document modifications, updates, withdrawal, etc.) means that you will be certain that the information at hand is the most up-to-date one.
With Document Control, you will be certain that all revisions of a document are stored, but that the document at hand is the current (latest) one.
This helps to ensure that we don't have a safety incidents such as the examples from the "Control of Documentation & Safety" article.
DOCUMENT CONTROL IS CRITICAL TO ENSURE TRACEABILITY:
Who sent this document to whom, when, and with what technical or commercial content?
This is not "Big Brother's watching you", this is simply the way to ensure traceability.
Why do you need traceability? Because it ensures that you will never lose track of what happened on documents / on your project / in your department.
The flow of information and interactions is so important on a daily basis, that you cannot remember everything that has happened.
Document control and traceability are here to help you keep the record.
DOCUMENT CONTROL HELPS PROTECTING COMPANIES' INTERESTS:
In case of an incident on an installation for example (a few examples are available here), it is crucial and critical to be able to retrieve the last updated applicable documentation relative to this installation... and to retrieve it quickly.
Without a proper document control implemented in your Company, you will have a lot of difficulties to do it.
Note: Nowadays, many important information and instructions not only reside in formal documents, but also in emails. This comes with new challenges: read our article on Email Management here.
DOCUMENT CONTROL ENSURES CONSISTENCY:
Within the same company (or within the same project, the same department, etc), document control means working by the same standards, standardizing documentation, and complying with industry regulations and legal requirements.
DOCUMENT CONTROL IS ESSENTIAL TO INFORMATION SECURITY:
By helping defining the rules for accessing documents (who can access a document, who can read it, modify it, etc) and by implementing these rules either on the network drives, or within a document control / document management software. Therefore, document control will avoid uncontrolled changes on documents, as well as unallowed access to documents.
On the other hand, by defining the rules for accessing documents, it will also ensure that any person who needs to have access to a document, will actually have access to it.
In conclusion, implementing document control and investing in skilled professional document controllers (more on the job role and tasks of a Document Controller here) is the way to protect your company, as well as ensuring accessibility, retrievability, control and security for your documents and your information.
Save your employees' time and energy. Protect your interests. Entrust your documentation to the professionals enlisted with us.
Interested in hiring the Document Controllers through us, then why wait, Please fill up the details in the below form and We will Contact you asap to satisfy your requirements.