Tag Archives: Document Control System

Revision Control In Electronic Document Management System

What is Revision control?

The revision control in document refer to when any changes made in the document, then the version number of the document updated. It is used to keep track all the changes made in the document. Sometime it also require the signature of the person that has updated the particular document. Revision control is very useful in the multi-user Environment.

Revision control is the management of changes or updates made over time by different users in a document. Revision control is very important feature because in case if somebody make misuse of your document then it can be track very easily. It also ensures that only the current version of a the document is viewable to a user and only specific users have the access to the previous versions.

How Revision control is handled manually in document ?

Every Organization produce a huge amount of data everyday which gets documented further. So, Traditionally all the documents in paper form are maintained manually in a shelf or cupboard. If somebody is willing to make some changes in a particular document then that person has to visit the respective section of shelf and take the particular document from it and make the necessary changes in the document. After updating the document, user change the version number and attach the signature for the security purpose and at last will keep that document back in the shelf or cupboard.

The process of Revision control in EDMS

EDMS is the acronym for Electronic Document Management System. It is the process of storing, managing and accessing large amount of documents electronically with the use of computer system or any other electronic device. To manage document electronically we need to upload the documents into the system and the user who upload the document will be the owner of that document.

Continue reading →

Highlights of Document Control System-DocControl

Every day, every Business produces a tremendous amount of documents. As it is very important for any business to keep all their documents well organized, DocControl is the right option for such organizations who are looking for document management system.

DocControl is a Next Generation Document Control and Management System that has a more advanced approach for confidential information using electronic signature. It is a SAAS based document management software product that allows several users to work in team. DocControl databases are backed up daily and securely transferred to multiple off-site locations for disaster recovery purposes. DocControl is designed mostly for small and medium sized business.

Reasons to use the Document Control and Management System

Fulfills the challenging task of document management
It gives a user friendly interface
Provides Secure and Trustworthy environment for your documents
Facilitates complete access to your documents from any location
It is more than software product, compatible with all platforms
Want to improve team productivity
Authenticated documented access
Easily Track, Share, Manage and organize documents from anywhere.

What is DocControl ?

DocControl is simple and feature rich web based Document Control and Management Software which is available and accessible anytime, anywhere on any device.

Workflow of DocControl:

DocControl converts the physical documents into electronic documents. Have a look at the process how it is done :

Continue reading →

Replace Your Paper Documents Into An Electronic Document

In this digital world, everything is getting digitalized so why not make documentation online! Managing Paper documents is turning into a big problem in many organizations so here the solution is Electronic Document Management system.

The next big question: HOW TO GET PAPER DOCUMENTS ONLINE!

Let’s know about Electronic Documents first:

Electronic Documents as its name suggest is the electronic form of document which can be manage using any electronic medium. Managing the documents manually is a tedious task for any organization. Most of the organization uses document management systems to manage the documents, a document management system is one which will convert the physical document into electronic document.

How the Paper documents are converted into Electronic documents

Scan documents can directly be feeded into the document management and control system.
The documents created electronically such as Word file, PPT, Excel sheet, PDF’s, and so on.
Instead of printing the documents and managing them manually, they can be converted into electronic form.

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.

An ideal document management system must have following characteristics:

Easy to Understand and use
Manage electronic documents as physical documents
Security
Multiple ways to organize files.

All documents are stored in a central database and the granted users can access those documents based on their access level. This will makes the documents secured from being theft or modified. If someone try to edit it will be recorded.

The documents stored on central database provide the ease of access to its users and it will make the only one copy of the document in the storage location. We can also add the concept of digital signature to the documents to find out the person attach with that document that will increase the security of the documents.

DocControl is a next generation document management system which is used to manage the documents electronically, we can add, store and access the documents in it. As it is a web based system it can be access on any internet enabled device, there is no need to install a special software for using it. Your browser is the brand new document management system. So start using it and avoid document management manually.

Access Documents on Any Device

DocControl Facilitates Secure, Compliant Access To Your Documents From Any Location.

Security- An important aspect in Document Control System

security

Security is one of the most important concept, we use different techniques and methods to secure the things that have importance in our life. Likewise the documents in the organizations are important they may have the critical information in it, which can be use to accomplish your mission and goals. They need to be secured from unauthorized access. In our ever changing technology based world, it is imperative to have control over all of your documents physically.

The solution for this is the Electronic Document Control Systems. It allows you not only to store the documents but also to manage, organize and secured the documents. To be called the secured document control system a system must be compliant to some of the following standards.

1) HIPAA
2) FDA
3) 21 CFR part 11
4) GLP
5) QSR
6) ISO

These are some of the standard that an ideal electronic document control system must have.
These all standards are the basic need and a system must follow the rules and guidelines specified.

HIPAA is an abbreviation of Health Insurance Portability and Accountability ACT. It is a set of strict rules and regulations regarding privacy of patient for an organization that provide health care services. It’s regulations apply to any organization that collects, stores, processes, retains, or has any level of access to an individual’s’ health information. Violations of the HIPAA rules can lead to very severe financial penalties, criminal charges and even jail time. Continue reading →

Organize Your Documents with DocControl

DocControl – Document Management System

Access, Review, approve and retire documents on any web enabled device anywhere.

DocControl provides electronic document management in an efficient and cost-effective manner. See a list of product features left.

An easy way to access 100s of your Documents

Large number of documents can be accessed in a very simple way using the dashboard of the DocControl. It provides the detailed information about the document and allows you to perform multiple actions.

Documents must be arranged in a manner that they should be accessible in an efficient way. Really in these times no one wants to wait for a minute. We can find what we want quickly and do the action we want instantly on our uploaded document.

Characteristics of a Document Control and Management System

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. Continue reading →

Growing Prospects of Document Control System

Document Control systems are electronic solutions that help organizations to manage their documents related activities effectively. This is used for the storage as well as organization of large number of documents. The documents of different categories can be stored and accessed this provide a centralized organization of the documents in the organization. An efficient document control keeps record of every action taken within an organization, with respect to the creation, distribution, modification and deletion of documents.

A Document Control System provides services such as massive storage, versioning of documents and electronic records, usage of search features as well as recovery of documents. DMS assist in creating and reproducting of documents. The complete sequences in workflow include different phases such as proofreading, reviewing, authorizing and approvals are effectively handled in these systems. This prevents damage of documents and assists in efficient recovery. Digital archiving of documents is possible in enterprises through this data management system. Continue reading →