Electronic Document Control System
Every organization deals with loads of information in written format. This information is presented in the form of files and documents which are constantly created, modified, updated, archived, or deleted. Organizations are faced with the following challenges for managing and controlling the files and documents spread across different computer systems in various functions and locations:
CREATING NEW DOCUMENT
Documents may be created or uploaded by any employee and if this is not recorded properly then the company may lose track of who created it, for what purpose, how to access it and who all will or should be able to access it.
EDITING DOCUMENT BY MULTIPLE USERS
Multiple users may use the document and make changes to it at their own systems making it difficult to consolidate the edits made to the data.
CREATION OF MULTIPLE VERSIONS OF THE SAME DOCUMENT
Users may update the document as and when required creating multiple versions, and if not properly maintained, the previous versions and historical data may get lost in the process.
UNCONTROLLED ACCESS TO DOCUMENTS
Unauthorized persons may access documents and misuse confidential information and intellectual property or worse - delete them intentionally or accidentally.
LOCATING RELEVANT CONTENT FROM WITHIN A LARGE DATABASE
With documents spread across locations it is a herculean task to locate relevant files which may contain the data or information you need at any given time.
Organizations need a well-designed document control management system to overcome the challenges mentioned above and be able to utilize the enormous data and information to its advantage.
