Why do documents need to be stored digitally?
Document Management System

Why do we need a document control system?

If your business is still relying on a legacy document system, you may be facing unseen risks. This article will highlight just how crucial systematic document management is to an organization's success and credibility.
In every business, large or small, "documents" are the heart of every process, from financial documents, standard certificates, to internal work manuals. But as these documents grow in number, management becomes more complex and leads to numerous problems. Having a "document control system" is not just about convenience; it also addresses security, reliability, and overall operational efficiency.
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5 major problems that arise when there is no good document control system
  • 1. Difficult and time-consuming to find documents: Using traditional file cabinets or folders on computers makes employees waste a lot of time searching for important documents.
  • 2. Risk of using outdated documents: Without version control, employees may use outdated documents, leading to errors in the workflow.
  • 3. Lack of Audit Readiness: Auditing standards from external agencies (Audit) will become difficult and time-consuming because complete evidence and information cannot be presented in a timely manner.
  • 4. Slow approval process: Physical document submission delays approvals and interferes with other processes.
  • 5. Risk of loss or damage: Paper documents can be destroyed in unexpected disasters or accidents, and digital files can be corrupted by viruses.
    • How can a digital document control system help solve these problems?
  • Find documents in seconds: With a powerful search system, you can instantly find the documents you need, whether by document name, date, or department, saving you a lot of time.
  • Ensure you always use the latest documents: Document version control is automatically applied and only the most recent files are displayed. Eliminate the hassle of using old documents that can lead to production errors.
  • Be audit ready at any time: An Audit Trail records every document access and revision history, giving you complete information to present to auditors and smoothly pass through audits.
  • Fast Approval Process: Create a digital approval workflow that automatically notifies stakeholders, enabling fast document approvals and real-time status tracking.
  • Safe from damage: All data is stored on a secure cloud with automatic backup. No need to worry about loss or damage from unexpected accidents.
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    Digital document control system with ISO 9001:2015 standards
    ISO 9001:2015 requires organizations to have a systematic document and records management system. Epsilon's digital document control system is designed to meet these requirements, making it easier for you to achieve your quality goals and achieve certification.

    1. Control of Documented Information

    ISO 9001 requires organizations to systematically control documents from creation, distribution, storage, and destruction. Epsilon's digital system provides you with a centralized platform for efficient document management at every stage.

    2. Creating and Updating Documents

    You can easily create new documents, edit them, or update them. The system records a history of all changes (Audit Trail) and assigns access rights to ensure data is reliable and complies with ISO 9001 requirements.



    3. Access and Use

    3. Access and Use

    Are you ready to transform into the digital age?

    Having a digital document control system can help you solve these problems completely, not just in terms of storage, but also in terms of workflow management and audit preparation, enabling your business to grow steadily. Learn more about our Document Control System here.

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