Document Control

With Document Control, never worry about inaccuracy and non-compliance of documentation files and processes ever again.

Ensure Perfection
with Document Preview Feature

Want to check a document before publishing or sending it?

No worries, we got you! With document preview, you can preview any document to spot unsatisfactory parts before going on to the next step.

Quality is always at the core of our business, and we want you to have it too!

Sign Anywhere, At Anytime

An e-signature or electronic signature is an efficient, legally binding method to get approval on electronic documents.

It is secured and verifiable and can replace a handwritten signature in virtually any process.

You can practically sign and send documents anywhere and anytime with electronic signatures!

Achieve regulatory compliance with up-version control

Document Up-version enables you to manage and track various document versions within your organisation effectively.

With the up-version function, you can:

  • Set confidentiality status of any documents
  • Input a change description for any altered documents
  • Attach any affected/required documents with the updated version to allow another assignee to review changes made before acknowledgement or approval.

Now, you can ensure that all relevant personnel will be working on the appropriate document, eliminating the potential for errors.

With Stendard Solution™, you can digitise and easily manage record retention with notifications, ensuring proper storage and review frequencies meet regulatory requirements.

Editing Files Online Has Never Been Easier

Online Document Editing provides you with a function to easily edit and publish any documents.

Have you ever been in a situation where you are in an approval process and want to edit a document because of some missing information?

No worries, with our online document editing function, you can edit your document online easily and re-initialise it within the workflow.

Now you can edit and publish your documents efficiently to meet project deadlines and requirements.

Easy Control to Version Numbering

If you have a specific version numbering format that you want to adhere to, this feature is for you!

With version numbering, you can preset a format that documents and files must follow whenever undergoing an up-version.

Track Document Version Easily with Version History

Version History allows Stendard Solution™ to systematically index and lists the version order of all documents and files within your organisation.

This functionality facilitates your convenience by providing a fast and reliable way to check and track the vast array of documents you may have when facing an impending audit.

Why do we need document control?

With Document Control, never worry about inaccuracy and non-compliance in documentation files and processes ever again. Using Stendard Solution™, you can now enjoy easy document storage, document approval, document update, document tracking, document version control, managing access to these documents and archiving the obsolete documents.

Document control refers to the practice of enforcing document management standards within a given workplace or other definable scopes to ensure that the files comply with regulations and internal quality management systems.

Document control systems are a form of quality control that encompasses building and enforcing a set of document control procedures that collectively govern the document creation, review process, modification, issuance, distribution, and accessibility of documents within a particular setting.

Imagine being an organisation without a robust document control system. Many document control-related problems could arise, such as the unintended usage of outdated documents. A good document control system helps organisations ensure consistency, efficiency, security, quality and compliance within their documents. Let us elaborate on how a good document control process can benefit an organisation.

 

Consistency

Proper document control support robust practices that ensure all employees work with the same documents and standards to prevent confusion and headaches.

For example, you change your return policy and update your policy handbook. However, your retail staff are not alerted to the changes and has multiple customers approaching them for return queries.

The lack of updated information procedures will cause them to provide inaccurate information to the customers, indirectly affecting the business’s operations and potentially your company’s branding.

This is just one scene depicting the lack of document control processes within an organisation. There are many more reasons why document control is vital in every organisation.

 

Efficiency

Both internal and external documents can be found in multiple locations and applications for an organisation. This situation triggers the need for proper document control procedures to organise and track documents for easy access by employees who need them.

A suitable document control procedure also manages content by utilising workflows and systems, which helps to reduce redundancy. From users’ perspectives, good document control processes help them save time when looking for documents and checking their validity.

 

Security

As the world increases its efforts to digitalisation, the information security procedures of digital documents is a prevalent issue among organisations across the globe.

Good document control processes establish critical security protocols to help protect essential documents, regardless of internal or external documents, from unintended use such as customer and credit card information.

 

Quality

A robust document version control process is the core of an exemplary document control system. It ensures quality by helping to track document revisions. It also prevents document changes by unauthorised staff and orders document versions to ensure employees always work with the latest information.

For example, a well-documented procedure within a retail business can prevent a customer from ordering an item no longer available.

 

Compliance

Depending on the industry, some organisations must ensure regulatory compliance to specific standards to pass audits and be certified. A good document control system ensures that an organisation always complies with the relevant standards and requirements.

What is document control in QMS?

A quality management system (QMS) is a system that documents information on managing documentation, procedures and responsibilities to achieve quality policies and objectives to deliver quality products and services to customers consistently.

To effectively implement a good document control system, an organisation is strongly encouraged to utilise quality management software or document control software. Within the software, there must be functions or modules to address these issues:

  1. Able to facilitate crafting security protocols to dictate proper security measures whenever working with documents and records.
  2. Has a good version control function that identifies the most relevant documents to prevent confusion with older versions.
  3. Has proper change control functions that enable access control to determine who can change a specific set of documents or data whenever required. Controlled documents are more unlikely to be tampered with or lost.
  4. It also has to have a good review and approval function to facilitate document approval, review, and acknowledgement of new document versions.
  5. It must also provide documented audit trails to provide transparency and non-refutability.

How do you maintain document control?

With robust document control systems, organisations can benefit from document control practices that ensure that every document has straightforward navigation, hierarchy, and structure.

While building a document control system, organisations must synchronously ensure that the documents remain legible and readily identifiable, using terminology users can understand and adhere to.

To maintain document control, you can utilise 3rd party software that facilitates the document control process.

Stendard Solution™ is a software that fulfils all the above requirements, thus ensuring that any organisation can achieve regulatory compliance to their relevant ISO standards. We also provide a wide range of consultancy services on various standards, such as ISO 9001, ISO 27001, ISO 13485, etc., to refine our software usage further.

Using Stendard Solution™, we hope that all our clients have the proper controls to execute their document control system to achieve a robust quality management system. With that being said, here are tips that you should look out for when maintaining proper document control.

 

Ensuring that your system accommodates all document types

Documents can come in various types and functions. For example, a job description document has different review and approval process steps when compared to another kind of document, such as a work instruction.

When designing and maintaining a robust document control system, it is vital to ensure that your workflows are versatile and can be applied to the various document types within your organisation. This is to allow personalisation in the entire document cycle.

A flexible document control solution lets you build the system around your processes rather than adapting your processes to the requirements of a piece of software.

 

Able to configure metadata

In essence, metadata are data that provide information about other data but not the content of the data. Examples of metadata for documents are:

  • Owner
  • Review cycle
  • Effective date
  • Relevant ISO elements

Within the context of document control and document management systems, metadata is crucial to undergo tasks like categorising documents, reporting documents, searching and filtering documents.

Having a document control system that enables the inclusion and configuration of metadata will essentially allow the creation of specific categories, keywords, unique fields and more. With these options, you can better optimise your document control system to meet your organisation’s goals and needs.

 

Smart business rules for review and approval process

For a good document control system, you must have a controlled process for review, approval and distribution based on the workflow you’ve configured for any specific document type.

Flexible routing options are essential, as are intelligent business rules to reduce inefficiencies and bottlenecks within the workflow process. Here are some tips when constructing smart business rules:

  • For complex business processes, a conditional routing option could be used.
  • Sending documents to others should be done in a sequential order that makes sense.
  • For parallel routing, when sending documents to a group all at once, there should be an option for more detailed rules like moving the document forward if the majority of the people approve it.
  • There should be delegation rules to send documents to a designated alternative when the responsible party is out of the office to prevent bottleneck issues.
  • Escalation rules send reminders for impending due dates and notify supervisors of an overdue document.

 

Intuitive Filtering and Data Security

Data and document security are fundamental to compliance and process excellence. You have to ensure that only appropriate personnel can access, approve, review and revise critical documents.

To facilitate that, your document control system has to have easy access and intuitiveness in configuring the viewing, editing, and approving permissions for individual users or groups. This ensures that your team works efficiently, effectively and securely even in multi-levelled organisations.

 

Enable PDF publication

To prevent potential altering and editing of approved documents, a good document control system should have the function where approved word or excel files must be converted to PDF. This can discourage unwanted file modifications by unauthorised users.

Your document control system should also keep the original, editable attachments hidden and secure for easy access by subject matter experts as part of the change request process.

 

Frequently Asked Questions

Document management refers to the standard operating procedures for storing, locating, updating, tracking and sharing documents.

In a nutshell, it refers to the processes undertaken to turn paper documentation into electronic documents, simplifying the handling of large amounts of documentation and data within an organisation.

On the other hand, document control is the management and control of documents encompassing security, version control, review, approval and submission. It is the process of identifying and knowing which document is the most up to date (version control) and also controlling who can make changes to documents (change control). It takes care of document storage for obsolete documents while making sure that it is accessible whenever required. Document control also includes the approval of documents whenever revisions are made by the supplier managing the documents or the vendor receiving them.

Do you have any questions?

Drop us an inquiry now!