Discover the significance of a document control system in the manufacturing industry. This comprehensive guide explores how to simplify document management, guarantee compliance, and gain control.
April 1, 2024 12 min readTable of contents
For companies in industries handling many documents – such as manufacturing, oil & gas, or pharmaceuticals – every single moment is an opportunity to become more efficient. What can be done to stay ahead? Embrace modern technology. A document control system manages document creation, review, modification, distribution, and archiving. When utilizing a DCS, companies reduce time-consuming processes by buttoning up systems and eliminating the need for manual labor. Effective utilization here can propel a company into the future, preparing for the world beyond 2024
90% of enterprises are looking for simpler automation tools to streamline daily management tasks to allocate more time to strategy. "
A document control system (DCS) is an organized framework for managing and regulating all documents involved in a project or organization. It involves processes and technologies designed to control document creation, review, modification, issuance, and accessibility. The system's core components are a centralized document repository, version control, access permissions, audit trails, and collaboration tools. For project management, the document control systems ensure documents are current, accessible only to authorized individuals, and compliant with industry standards. This will streamline workflow while significantly minimizing risk. The right system helps organizations operate at the highest level while maintaining regulatory requirements.
In manufacturing, document control is not just best practice – it is required. The quality standard ISO 9001:2014 is an international framework that mandates organizations to use rigorous document management to ensure quality and consistency in operations. A document-controlling system is the backbone of efficient, error-free work processes for engineering project teams, maintenance personnel, and compliance groups. It facilitates the precise execution of projects, maintenance of equipment, and adherence to protocols. Additionally, for other industries that have meticulous compliance standards – such as oil & gas and pharmaceuticals – a DCS can be transformative. It is a simple and effective way to maintain the integrity of operations, safety standards, and regulatory compliance.
Document control systems are instrumental in managing the multitude of documents an organization produces. It ensures they are current, accessible, and secure.
The cornerstone of a DCS is its centralized document repository. This feature consolidates all documents into a single, organized space. This makes document management and retrieval a straightforward process. It provides all team members with access to the latest versions. Advanced search features allow users to quickly locate the documents they need at a moment’s notice. Additionally, the system’s document archiving capability provides secure storage of historical records, which can be accessed at any time.
A robust DCS tracks every change made to documents. Document version control encourages a culture of transparency and accountability. Detailed records of all document revisions mean users can easily track changes and revert to previous versions when necessary. It can provide details on who made the changes and when. Further, the check-in/check-out system allows only one user to modify a document on demand. This helps avoid any overlapping or mistakes.
Keep sensitive information secure. With an advanced document control system, user permissions are based on user roles. That means no confusion about who has access to what documents. The permissions also lead to stronger security measures by requiring user authentication. It protects documents from unauthorized access. Adding to that, document encryption shields confidential documents during transmission or storage. This is vital in preventing data breaches.
A smooth collaboration process makes it easier for teams to work together, no matter their location. With document control system software, real-time collaboration allows multiple users to work on documents simultaneously. Meanwhile, workflow automation streamlines document-based manual processes, such as approvals. The notification system keeps all team members updated with alerts on document changes and deadlines. This key feature helps projects stay on track, despite any hiccups or obstacles.
Here is a startling statistic: 72% of senior executives say they think bad decisions are about as frequent as good ones within their organization. By finding the right document control system, companies provide team members with a tool that can kick this trend. Not only is workflow significantly improved, but a DCS helps foster a culture rooted in efficiency, accountability, and innovation.
By automating routine tasks with a document control management system, teams see a reduction in manual labor and an increase in operational efficiency. This leads to an uptick in efficiency and productivity across the board. Quick access to documents propels project workflows forward at an accelerated pace. The automated system prevents the creation of redundant documents, which saves both time and resources.
In terms of compliance or risk management, an engineering document management system ensures strict adherence to industry standards and legal mandates. That means a lowered risk of incurring penalties while increasing the speed of operations. Then, with organized records, companies are prepared for any type of audit at any point in time. Within that structure, the system safeguards sensitive information through fortified security measures. It is a way to prevent data breaches while maintaining confidentiality.
Document sharing and collective access naturally encourage a collaborative work environment. The document version control system provides a single hub for team members to share documents. Additionally, real-time updates continuously update all stakeholders on any changes or advancements in the project, which means everyone is always on the same page. Through remote access, team members can access documents from any location – encouraging a dynamic and flexible work culture.
A well-implemented DCS means increased efficiency and increased efficiency means the potential to expand. The system readily adapts to growing document volumes and shifting business needs. Meanwhile, customizable workflows cater to the specific demands of projects and can integrate with other business systems. The dynamic nature of the software helps forward-thinking organizations find their advantages.
Selecting a DCS that meets these criteria means finding a solution that will improve the current operations and workflow but position the business for future success.
For a leading document control system, consider Accruent’s Meridian. It offers a comprehensive solution for managing documents throughout their lifecycle. The software ensures documents are easily accessible, securely managed, and in compliance with industry standards.
Here are the specific benefits of Meridian and why it is considered the gold standard of DCS.
