Why Do I Need Document Management Software or a Document Management System?
My auditor constantly questions my document control procedures.
I am not sure who reviewed and approved this policy.
Documents are not easily accessible. They’re on various drives not accessible to everyone.
Different locations are using different versions of the same document.
People use outdated documents because they can’t access the current version.
I don’t know if everyone has seen, read and is using the new version.
Documents are controlled to the standards set by ISO, Sarbanes-Oxley, HIPAA, JCAHO, IATF, AS, etc.
FULL AUDIT TRAIL
A full history is kept of all documents and revisions
A document is reviewed and approved by the appropriate people before it is released
EASY ONLINE ACCESSIBILITY
All policies and procedures documents are available online 24/7 and accessible to any user from any internet connection, anywhere in the world
MULTIPLE LOCATION ACCESS
All users in all locations access the same information
Only the current version of each document is accessible by your users in all of your locations
REQUIRE DOCUMENT READING
Require users to read documents
Print reports that track compliance of the required reading
Users are notified when a new version is released in the system