Document Control systems are electronic document management and control solutions that help organizations to manage their documents related activities effectively. The document management and control systems are used to store and organize large number of documents in a systematic manner. Document management systems provide a centralized access to the documents stored in it.
A document control system should have essential features that will make it as an ideal document management system every system may have its own characteristics but these are some of the common features that every system should posses.
The must have characteristics which we must consider:
Easy to Understand and use
A good document control or document management solution is designed in such a way that every person in the staff can grasp and make most of the use from the system. The user interface and the basic features should be user friendly. The system should be designed in a way that it will be understandable to the actual end users so that it will minimize the possibility of mistakes and errors that will directly affect the time required to complete the task.
Manage electronic documents as physical documents
Most of the people think that a document management system just converts the document into electronic format only,though it’s true but it does a lot more than that. According to the guidelines of HIPPA and FDA in an ideal DMS the electronic document should be treated equally to the physical documents and it should perform all the operations that anyone can perform on physical documents.
Multiple ways to organize files
After the documents have been digitized,they must be organized in a way that makes them easily accessible to their users for further processing. The hallmark of a good document control or management system is that the users can customize the organisation of the documents according to their need: e.g. creating folders and sub-folders,assigning approvers, reviewers and owners to the folder or sub-folder etc.
Security
Security is one of the most critical concerns of any document management system. As security is concern, an ideal system should provide a basic level of security to the documents. There should be different level of access to different users and each user must have its own login credentials, which help user to distinguish each and every activity’s status and levels.
DocControl is a next generation document management and control system, which provides the features such as Revision Control, Complete audit trail, Electronic Signatures, Easy Access to the documents, Powerful Search Functionality, Granular Document Access, Tremendous Security and so on.