Document Control Software

Document control software is a simple but powerful way to automate processes and workflows across the lifecycle of your company’s compliance efforts. Switching from a manual system to an automated process reduces human errors, saves countless hours of labor and allows your team to work more effectively on high-impact tasks.

Document management is the storing, locating, updating, tracking and sharing of documents. Both large and small businesses will use document management software, such as SharePoint or OpenText, to enhance productivity.

Document control shares all these features and functions, but also includes security, revision history and an approvals process. This makes it more appropriate for companies operating in regulated industries where compliance is mandatory or critical for success.

Document Control software saves time and money by automating key document management processes, preventing costly errors and centralizing access to vital documentation, such as forms, reports, schematics, plans, checklists and more.

• Centralize Documents: Organize documents within a single application with intelligent search capabilities that help you find the most recently updated data and information.
• Integrated Workflows:  Allow collaborative edits of a single document with comments and side-by-side viewing. Once a document is approved, it is automatically updated to everyone with access.
• Enhanced Access Controls: Administrators can control the security of a document through each stage of its lifecycle. Security can also be modified depending on a user’s role and location.
• Maintain Compliance: Create a complete revision history so that all critical documents are ready for an audit at any time. Reduce the risk of penalties and easily adhere to compliance standards such as ISO 9001, ISO 14001, ISO 13485, and ISO 45001.

Regulated industries face unique challenges regarding risk management and compliance. They must manage high volumes of critical data, strict reporting requirements and frequently shifting compliance regulations. Document control not only helps these companies enhance productivity and prevent costly errors, but it is also an essential component of ISO 9001 and ISO 45001.

The most regulated industries are:

• Oil and gas extraction, processing, purifying and refining
• Power generation, transmission and distribution
• Motor vehicle manufacturing
• Pharmaceutical and medicine manufacturing
• Healthcare

Yes, document control is an important aspect of compliance for both EHS and Quality Management, particularly in highly regulated industries. A document control system organizes documents efficiently, automates approvals and reviews, streamlines workflows and ensures that key documents are secure. It is also a critical component of ISO 45001, ISO 14001, ISO 9001 and many other standards.