Most people who have worked in an office certainly know what document control isn’t, and for those people, it can be hard to imagine what it is. In reality, it’s quite simple.
Document control refers to the processes put in place to make sure files are created according to company guidelines. It may include a writing and review process, but also encompasses who can make edits in the first place.
It is a relatively easy way of ensuring simple (or not so simple) mistakes are avoided and is an easy way of showing your professional side to external people.
In every industry, consistency has an incredibly important role to play. Consistency is how the top fast-food chains, mobile operating systems, and even news channels have got to where they are. This predictability instills a sense of confidence and trust in your customers that takes a long time to build, but can easily be lost.
Document control software reduces the possibility of leaked information, gaffes, and unprofessional communication which help to protect your brand in myriad ways. By creating reviewing processes, you can also make sure all your documents are up-to-date in advance, rather than always playing catchup when a customer spots an error.
There are a vast array of procedures that you can implement with document control software. The most practical include creation, reviews, and approval, which you can link up through a project management workflow in Bitrix24. This way, nothing gets published without OKs from all those concerned.
Speaking of all those concerned, there are also people who certainly shouldn’t be involved. By locking your documents to everybody except those you have assigned, you’ll avoid any potential rogue additions or deletions. In any case, Bitrix24 automatically backs up versions of each of your documents that you can jump back to whenever you need.
A quality management system is an integral part of any business, big or small. It is overseen by a quality assurance manager, or in this case, a document controller.
In your QMS, you should include essential sections such as the style guide and company vocabulary, as well as document approval workflows for different types of jobs. Your QMS strategy should not be set in stone; every time you spot an area for improvement, update your master document and implement those best practices.
Bitrix24's document control software certainly doesn’t stifle your team's creativity. Choose your top writers and assign them a task to collaborate on your latest document simultaneously. Only when they're done and you've got your notification on your dashboard will it be time to lock everybody out and approve the finished version.
This is a huge advantage for remote teams who can’t work side-by-side. If you need to discuss topics, fire up the instant messenger and get on the same page. However, you can also collaborate on documents asynchronously and see all the changes made when you weren’t online.
There’s nothing worse than disorganized folders with multiple copies of the same document. With Bitrix24’s version history function, there’s no need to create a new document every time you want to make a change. Simply update the same file and you’ll always have your past versions saved.
Part of Bitrix24’s document control software features is the ability to store them on the cloud in a company-wide Drive. Again, this helps a lot with remote or international teams who can easily access your folders, and you can keep each folder secure with access rights. You can even set up Drives for specific departments or smaller teams to keep things even tidier.
One of the best ways to avoid any errors on your files is by providing clear instructions in the first place. Make sure to outline your procedures in your QMS documents, perhaps including the purpose, style, and audience in your project management software.
Bitrix24 gives you a range of extra internal communication tools for special circumstances. For example, you can arrange a video call meeting where team members can raise points and ask questions so everybody is in the loop. Instant messages and phone calls are great for urgent mid-project issues, but with the right planning, these can be kept to a minimum.
You’re only human, so at some point, you’re going to have forgotten to have locked the access rights for a key document. Maybe you’re on your way home for a two-week holiday but you haven’t approved your annual report.
With Bitrix24, there’s no need to worry. You can do everything you do on the desktop app via mobile so you’re always on top of things. Even if you don’t remember naturally, you can set reminders and stop things from falling through the cracks. Download it on iOS or Android and control your documents on the go.
Good document control software is an undervalued, but essential part of brand management, and it shouldn’t be neglected — especially if you can get started for free!
You can implement your new tools immediately and see why more than 10,000,000 companies are already using Bitrix24 for all kinds of reasons.
The features are almost endless, with solutions for your HR team, project management, CRM, and even time tracking.
So head over to the Bitrix24 registration page and get started right now. Whether it’s just to manage your documents, or you want to start using the entire suite of apps, it couldn’t be easier. For a little extra help, you can consult the Bitrix24 user manual and get tips and tricks to streamline your processes.
* Please note that the information may have changed since the publication. For current prices and features please visit Bitrix24 pricing page.