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With an electronic document management system, never worry about inaccuracy and non-compliance with documentation files and processes. Stendard Solution™ document management software is a digital solution for your entire document management lifecycle.
Document management system 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 an organisation without robust document management software and still using paper documents. Many document control-related problems could arise, such as the unintended usage of outdated records. Good document management software helps organisations ensure consistency, efficiency, security, and quality and maintain compliance within their documents. Let us elaborate on how good document control software can benefit an organisation.
An organisation is strongly encouraged to utilise quality management or document control software to implement sound document management. Within the software, there must be functions or modules to address these issues
Able to facilitate crafting data security protocols to dictate proper data security measures whenever working with critical documents and records.
It has an excellent version-controlling function that identifies the most relevant documents to prevent confusion with older versions.
It has proper change control functions that enable control access to determine who can change a specific set of critical documents or data whenever required. Controlled documents are more likely to be tampered with or recovered.
It also has a good review and approval function to manage document approval, review, and acknowledge new document versions.
It provides advanced search capabilities and easy document retrieval, allowing users to locate documents quickly based on file names, metadata, or full-text search.
It must also provide a documented audit trail to provide transparency and non-refutability.
An electronic document management system can address these pains by providing a centralised, organised, and secure environment for document management and collaboration. Ensures critical documents are backed up regularly, protecting against data loss due to hardware failures, natural disasters, or other unforeseen events. Do note that organisations can also save cost & space.
With Stendard Solution™ Electronic Document Management System, never worry about inaccuracy and non-compliance with documentation files and processes. Stendard Solution™ document control software is a digital solution for your entire document management lifecycle.
Crafted with an intuitive user interface, here are all the features that can increase your organisation’s productivity:
Want to check a document before publishing or sending it? No worries, we got you! Within the Stendard Solution™ document management system, you can preview any document to spot unsatisfactory parts before proceeding.
Quality is always at the core of our business, and we want you to have it too!
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 inside your organisation or external partner.
You can access Stendard Solution™ via desktop, tablet, or mobile as long as you’re connected to the internet, practically sign and send documents anywhere and anytime with electronic signatures!
Document up-version enables you to manage and track various document versions within your organisation effectively.
With the up-version function, you can:
Set the confidentiality status of any documents.
Input a change description for any altered documents.
Attach any affected or 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 work on the appropriate document, eliminating potential errors. With Stendard Solution™, you can digitise and easily control documents with notifications, ensuring proper storage and review frequencies meet regulatory requirements.
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 and the intuitive user interface, you can edit your document online easily and re-initialise it within the automated workflow. Now you can edit and publish your documents efficiently to meet project deadlines and requirements.
If you have a specific document 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.
The version history feature within Stendard Solution™ systematically indexes 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.
In Stendard Solution™, the document management system is integrated into the Library module. You can find all the features here
With robust document control software, organisations can benefit from document control access practices that ensure that every document has straightforward navigation, hierarchy, and structure. While building a document control process, organisations must synchronously ensure that the documents remain legible and readily identifiable, using terminology users can understand and adhere to.
Stendard Solution™ is 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 empower all our clients to have the proper controls to execute their document control process to achieve a robust quality management system. With that being said, here are some tips that you should look out for when maintaining proper document control.
Documents can come in various types and functions. For example, a job description document has different review and approval process steps than another document, such as a work instruction.
Ensuring that your document workflow is versatile and can be applied to your organisation’s various document types is vital when designing and maintaining robust document management. This is to allow personalisation in the complete document lifecycle management.
Flexible document management lets you build the system around your quality processes rather than adapting your operations to the requirements of a piece of software.
In essence, metadata describes other data. Metadata gives a structured reference in sorting and identifying the attributes of the information. Examples of metadata for documents are:
Owner
Review cycle
Effective date
Relevant ISO elements
Within document control and document management system, metadata is crucial for tasks like categorising, reporting, and searching and filtering documents.
Having a document management system that enables the inclusion and configuration of metadata will allow the creation of specific categories, keywords, unique fields and more. With these options, you can better optimise your document control process to meet your organisation’s goals and needs.
Intelligent business rules for review and approval process
A sound document management system must have a controlled review, approval and distribution process based on the business processes you’ve configured for any specific document type.
As with intelligent business rules, flexible routing options are essential to reduce inefficiencies and bottlenecks within the workflow process. Here are some tips when constructing smart business rules:
For complex business processes, customers could use a conditional routing option.
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 most 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 upcoming due dates and notify supervisors of overdue documents.
Data and document security are fundamental to compliance and process excellence. You must ensure that only appropriate personnel can access, approve, review and revise critical documents.
To facilitate that, your document control software has to have easy access controls 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.
To prevent potential altering and editing of approved documents, a suitable document management system should have the function of converting approved Word or Excel files to PDF. This can discourage unwanted file modifications by unauthorised users.
Your document management system should also keep the original, editable attachments hidden and secure for easy access controls by subject matter experts as part of the change request process.
From setting up your QMS with a complete set of documents to maintaining your QMS through proper document version control and automated workflow processes, you will find valuable features tailored to your organisation, regardless of whether you are a start-up or an established organisation.
By integrating a DMS with a QMS, organisations can improve document control, standardisation, compliance, and change management within their quality management practices. It enhances visibility, efficiency, and traceability, ultimately supporting the organisation’s commitment to maintaining and improving quality standards.
A proper document management system supports 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 need to be alerted to the changes and has multiple customers approaching them for return queries.
The need for updated information procedures will ensure they provide accurate information to the customers, indirectly affecting the business’s operations and potentially your company’s branding. This is just one scene depicting an organisation’s lack of document control processes. There are many more reasons why a document management system is vital in every organisation.
Users can find internal and external documents in multiple locations and applications for an organisation. This situation triggers the need for a document management system to organise and track records for easy access by employees who need them.
A suitable document management system also manages content by utilising workflow processes and procedures, which helps to reduce redundancy. From users’ perspectives, a sound document management system saves them time when looking for critical documents and checking their validity compared to manual processes.
As the world increases its efforts towards digitalisation, the information security procedures of digital documents are a prevalent issue among organisations across the globe.
A sound document management system helps establish critical security features to help protect essential documents, regardless of internal or external documents, from unintended use, such as customer and credit card information.
Secure file sharing of business documents or sensitive documents is also a key feature in document management systems.
A robust document versioning process is the core of an exemplary document management system. It ensures quality by helping to track document revisions. The document authoring function prevents 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 customers from ordering an unavailable item.
Depending on the industry, some organisations must ensure compliance with specific regulatory standards to pass audits and be certified. Sound document control systems confirm that an organisation always complies with the relevant standards and requirements.
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