Why your business needs document and data control procedure

Posted October 12th, 2022 By Mukut Chakraborty

Introduction

 

It’s easy to think that document and data control is only important to large businesses, but it’s actually something that every organization should consider. Document and data control procedure involves identifying, storing, maintaining, and disposing of documents in a way that allows you to find them when you need them. It also ensures that everyone has access to the latest version of these important documents. It is also an essential part of good project management and is a common requirement for ISO 9001 certification.

 

Questions to ask for document and data control procedure

 

document-and-data-control-questions

 

A document and data control system ensure that everyone has access to the latest version of important documents.

 

A document and data control system is designed to keep track of changes to important documents and provide access to the latest version. This makes it possible for any member of your organization, regardless of their role or location, to access the same version of a document.

Whether you’re trying to get everyone on the same page about a new product launch or make sure that financial documents are up-to-date before sending them off for auditing purposes, a document control system can help make sure that everyone has access to the most recent versions of critical information at all times.

 

Document-Revision

 

 

Not having a document and data control procedure can be detrimental to projects and businesses.

 

Without adequate document and data control, you run the risk of:

  • losing important documents
  • delivering inaccurate or incomplete information to clients and stakeholders
  • wasting time looking for documents that should be easily accessible

As Isolocity is cloud-based software, even if you delete your document from your personal system, you can access the same from our cloud. In case you commit a mistake and delete the file from the software as well, don’t worry, we keep a backup for that as well.

 

document-backup

Without the right systems in place to handle documents and data, it can be difficult to keep track of changes.

 

Document and data control are essential for business success. Without the right systems in place to handle documents, it can be difficult to keep track of changes or ensure that you have the latest version of important documents.

When you have good document control, you’re able to:

  • Know who has access to what files, when they were last accessed and by whom (if applicable). This helps keep your company secure by ensuring nothing sensitive is shared unnecessarily.
  • Know where all versions of a file are kept, who has them, and whether they are up-to-date with the latest changes (if applicable). This keeps your team focused on what’s important – saving time trying to figure out which version of a file is current.

document-and-data-control-approval

Using cloud-based software allows you to collaborate with others

 

Cloud-based software has become a popular option for document and data control because it allows you to collaborate with others. The ability to store, share and access documents from anywhere is just one of the many advantages of cloud computing.

Here are some more benefits:

  • You can save money on hardware by using cloud-based solutions instead of purchasing new servers or extra storage devices for your office space.
  • Because this type of software keeps all files in one place, you’ll have fewer duplicate copies floating around your company – saving time as well as storage space!

If you don’t have document control in place, it’s time to start.

 

You may not think of document control as a priority for your business. Or, you might know it’s important but don’t have a system in place to manage documents. Either way, it’s time to start!

Document control is an essential part of any business’s operations and will help you meet ISO 9001 requirements, so if that’s something that interests you or your company, then read on for more information about how document control software can help your company keep track of changes made during the course of day-to-day operations.

The first step towards implementing document control is choosing the right cloud-based software. This type of program provides several features including:

  • Track changes made to documents by employees (or departments) at any point in time;
  • Assign tasks such as approval signatures or file storage locations;
  • Verify whether all required approvals have been received prior to submitting documents for printing/copying/faxing;

 

Conclusion

 

Document and data control is a vital part of running a successful business. If you’re not sure where to start, we can help. Our cloud-based software helps you manage your documents effectively so that everyone has access to the latest version of important documents at all times. It also allows users to collaborate on projects and tasks—and it works with any device! Whether you need help managing your documents or just want someone else to handle them for you, we offer flexible solutions that fit your needs perfectly. Contact us today if this sounds like something worth exploring further!