What is a Document Management Solution?
A document control system is a software or process that is designed to manage the creation, review, approval, distribution, and revision of documents within an organization. It provides a centralized repository for all types of documents, such as policies, procedures, work instructions, forms, and templates.
A document control system ensures that documents are up-to-date, accurate, and accessible to authorized users. It also provides version control, ensuring that the latest version of a document is available to users while older versions are archived or removed from circulation.
Document control systems typically include features such as document storage, search and retrieval, workflow automation, access control, and audit trails. They may also integrate with other systems or processes, such as quality management systems, enterprise content management systems, or electronic document management systems.
Overall, a document control system helps organizations to streamline their document management processes, reduce errors and inconsistencies, improve compliance, and increase productivity by providing a centralized, automated, and secure platform for managing documents.
Selecting a Document Management Solution
- Functionality: Identify the features and capabilities that you need in a document management solution, such as document storage, search and retrieval, version control, workflow automation, and access control.
- Scalability: Consider whether the solution can grow with your organization’s needs, such as adding new users, documents, or locations.
- Integration: Check if the solution can integrate with other systems or software you are using, such as accounting or enterprise resource planning (ERP) systems.
- Security: Make sure that the solution has robust security measures in place to protect sensitive document data, such as encryption, access controls, and audit trails.
- Support and training: Evaluate the level of support and training offered by the vendor, such as online resources, user forums, and technical support.
- Cost: Consider the pricing structure of the solution, including licensing fees, implementation costs, and ongoing maintenance and support costs.
By taking these factors into account, you can select a document management solution that is tailored to your organization’s needs and helps you to streamline your document management processes while ensuring data security and compliance.
Implementing a Document Control Solution
- Define your objectives: Define the goals and objectives of the document control solution, such as improving document accuracy, reducing errors, and increasing productivity.
- Assess your needs: Conduct a needs assessment to identify the features and functionalities that you need in the document control solution, such as document storage, search and retrieval, version control, and access control.
- Select a solution: Select a document control solution that meets your organization’s needs and requirements, taking into account the factors mentioned in the previous answer.
- Develop a project plan: Develop a project plan that outlines the tasks, timelines, and responsibilities for implementing the document control solution, including data migration, software configuration, and user training.
- Configure the solution: Configure the solution according to your organization’s requirements, such as setting up access controls, workflows, and notifications.
- Test the system: Test the document control solution thoroughly to ensure that it functions properly and meets your organization’s needs.
- Train users: Train the users on how to use the system, including how to upload, retrieve, and manage documents.
- Monitor and evaluate: Monitor the system’s performance and evaluate its effectiveness in meeting your organization’s objectives, making adjustments and improvements as needed.
QIT Document Control Solution is a fully customizable and configurable web-based software to manage quality, supplier, EHS, process documents to ensure compliance. By following these steps and the built-in process, you can implement a document control solution that helps your organization to streamline its document management processes, reduce errors and inconsistencies, and increase productivity by providing a centralized, automated, and secure platform for managing documents.
- Quality and Safety Documents e.g. ISO9001/14001/13485, Safety, EHS SOPs, etc.
- Supplier Documents e.g. SOPs, Supplier Manual, Contracts, etc.
- English, Chinese, Spanish, French and Arabic
- Tablets support – iPad, Nexus, Kindle, Windows pad and more
An intuitive tool to manage documents to ensure compliance
- Global Collaboration – share, search and access documents from around the world
- Increased Efficiency – automated document life cycle management from preparation, review, and approval publishing and distributing, revision, all the way to obsolete document management
- Increased Audit Preparedness – Group documents and records in different electronic binders for various audits e.g. ISO9001, ISO13485, ISO14001, FDA, etc.
- Document version control and authorization
- Automatic revision notification
- Fully integrated with QIT Training, Change Control and other modules in QIT QMS package
- Customizable to fit customer’s requirements
- A cost-effective document control solution
Customizable and Easy to Implement
- Windows, iOS, and Android compatible
- Cross-browser – IE8+, Firefox, Google Chrome and Safari
- Tablets support – iPad, Nexus, Kindle and more
- Hosting the program on QIT’s secured server (SaaS)
- Multi-language user interface (English, Chinese, Spanish, French and Arabic)
- We will work with each new client to customize forms and reports
60-Day Money Back Guarantee
We are confident to provide the best quality software products that will bring you value more than you paid for it. If however, you are not satisfied for any reason, just contact us within 60 days of purchase, and we will refund you the full value of the purchase. No questions asked.
Still couldn’t find the features that you are seeking?
Please contact us! We will work with you and develop the functions for you.
“I have highly recommended QIT’s software and services to others within the corporation and will continue to recommend QIT!” – Marcella