A document control management system is an automated tool for managing, classifying, and controlling the organization’s paper and digital assets. A DCMS provides a repository for information about all types of paper documents. With proper controls in place, it enables organizations to manage their document risks better than any other type of collection process can do with paper assets. In this article, we will focus on the benefits of a document control management system, from Harrington Group International.
1. It helps to identify and control the document life cycle
A document control management system (DCMS) is a logical group of control elements that an organization uses to manage, control and restrict the life cycle of all types of document materials. Documents are processed in different life cycles like the incoming, outgoing, archive, and destruction stages. The DCMS makes a classification at each stage and helps to identify older documents by determining the exact date planning to action. It also helps in controlling the level of security at each stage by using various controls with different permissions.
2. It helps to manage document production and distribution across the company
The DCMS allows organizations to manage the paper and digital documents that are produced and distributed across the company. The DCMS not only controls access but also helps to centralize storage, management, and tracking of all document assets. It can also provide a centralized collection point for all documents which helps in controlling security at various levels across the organization.
3. It provides fast access to information about document assets
A document control management system provides a centralized repository for information about all types of paper and digital documents. With proper controls in place, it enables organizations to manage their document risks better than any other type of collection process can do with paper assets. A DCMS helps to quickly assemble document assets and provide access, storage, search, and retrieval capabilities all over the organization.
6. Improves productivity and reduces costs
The correct implementation of a DCMS can help to reduce the costs by automating the document management processes throughout the whole organization. A streamlined process means a lower cost per transaction, without disrupting the existing business processes. The result is higher productivity and increased financial benefits for the organization.
7. Can help to reduce audit exposure
Ensuring that the organization is compliant with all external laws, regulations, and regulations is an important part of running a business. The DCMS helps to standardize the document management processes, enabling organizations to comply with all industry-specific and government regulatory requirements.
8. Helps reduce physical storage costs
Physical storage costs are extremely expensive in real-world businesses. Managing physical documents can be a very time-consuming process as they need to be searched, located, secured, and managed. Proper implementation of a DCMS can reduce the need for physical storage and help to better manage the information that is stored electronically.
If you are in need of a document control management system please contact Harrington Group International. We are experts in this field and provide the best document control management system solution.
Read Also: viralmagazinenews