Why Document Control?

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. Having a "document control system" is not just about convenience; it also addresses security, reliability, and overall operational efficiency.

5 major problems without a system

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.
Risk of using outdated documents: Without version control, employees may use outdated documents, leading to errors in the workflow.
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.
Slow approval process: Physical document submission delays approvals and interferes with other processes.
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 system help?

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.

Digital document control system with ISO 9001:2015 standards

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

Documents are stored in an organized and easily searchable manner, allowing employees to instantly access the information they need. The system also controls who has access to or edits which documents, which is essential to maintaining the confidentiality and integrity of the information.

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.

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