Document management is one of the most crucial aspects of any organisation. This is the place where you create, store and distribute all your outbound documents and manage the flow of information to your customers. A well-managed process for managing outbound documents can enhance customer service, boost sales and increase profit. A poorly managed document management system can lead to chaos, confusion and lost documents that could harm your brand image, costing you money and cause customers to leave.

The three main features of a document management system are capture, storage and retrieve. This includes scanning paper documents into digital format, incorporating indexing using hand entry, enterprise resource planning (ERP) integration with zonal optical characters (OCR) barcoding, or other methods, and finally distribution of the documents for use. An EDMS will also allow collaboration within the company with features such as tags, categorization, search capabilities.

Central storage can safeguard your documents from errors and malicious intent through access controls and version control. This ensures that the latest versions are always available and older versions are archived in a logical and accessible way.

Outbound document management systems can also be used to ensure conformity with external and internal regulations. Features such as retention schedules, document classification and tagging and automated workflows allow your staff to adhere to ISO 9001 Document Management Standards, FDA and GMP regulations or other regulations.

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