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The Three Key Features of a Document Management System

Document management is an important aspect of any business. This is where you create, store and distribute your outbound documentation and where you manage the flow of information to your customers. A well-managed process for managing outbound documents can enhance your customer service, and increase profits and sales. A poorly managed system for managing documents can cause chaos, disorder and misplaced documents that can damage your brand image, costing you money, and could cause customers to leave.

The three primary aspects of a document management system are capture, store and retrieve. This includes scanning paper documents to a digital format, adding indexing by hand entry, enterprise resource planning (ERP) integration, zonal optical character recognition (OCR) barcoding or other means, and then sharing the documents for use. An EDMS will facilitate collaboration within an organization with features such as tagging and categorization.

Central storage can safeguard your documents from errors and malicious intent using access controls and version control. This ensures that the most current versions are always available and older versions can be easily archived.

Outbound document management systems can be utilized to ensure the compliance of internal and external regulations. Features like retention schedules, document classification and tagging, as well as automated workflows can help your team comply with ISO 9001 Document Management Standards, FDA and GMP regulations or other requirements of regulatory compliance.

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