What is document control and why is it important?

What is document control and why is it important?

Control of external documents

The meaning of the term “document management” has evolved over time and is sometimes applied in contexts that are related, but not necessarily connected or integrated with each other.

“Document management is understood as the set of rules, techniques and practices used to manage the flow of documents of all types in an organization, enable the retrieval of information from them, determine how long documents should be kept, eliminate those that are no longer useful and ensure the indefinite preservation of the most valuable documents, applying principles of rationalization and economy.”

These systems are becoming increasingly sophisticated and can also include multimedia objects such as images, audio and video in their management. Although it overlaps with the definition of Content Management Systems, we do not want to confuse it, as the term Content Management applies more specifically to the objects and information used in a Web environment.

“Document management software (Document Management System) are all those computer programs created for the management of large amounts of documents, which track and store electronic documents or images of paper documents. These documents do not have a clear organization of their contents, contrary to what usually happens with information stored in a database.”

What is document control?

Document control is a requirement that establishes the basis for developing, maintaining and updating the documentary support of quality management systems and is gradually being widely implemented in various companies around the world.

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What is the importance of the documents?

Documents are reliable sources of information that guarantee the security and transparency of administrative actions. They play an essential role in the development of society, contributing to the constitution and safeguarding of individual and collective memory.

What is document control in a company?

In general terms, document control can be defined as a work circuit or procedure implemented by an organization in order to ensure the availability of any information at the time it is required.

How important is it to control an institution’s documents?

Undoubtedly, document management is one of the most relevant and not so recent concerns in companies. The amount of operational, administrative and supporting documents generated has increased significantly and the digitization of information is becoming one of the workhorses of companies.

The definition provided by ISO 15489-1:2001 (E) Information and documentation – Document management is as follows: “Document management consists of efficiently and systematically controlling the creation, receipt, maintenance, use and disposition of documents”.

Easy to say, but not so easy to implement… Why? Because when it comes to managing documentation in our companies, we encounter a series of problems that detract from our visibility and agility when it comes to generating and finding the necessary information:

The study of the type of company is fundamental when considering the implementation of a document management system. Some companies require the management of office documents, others graphic files such as images or videos, or the comprehensive management of all types of files.

What is the importance of administrative documents?

Administrative documents serve as a means of communication of the Administration’s acts. This communication is both internal – between the units that make up the administrative organization – and external – from the Administration to citizens and other organizations.

Why are documents important for history?

In archival matters, historical documents safeguard secondary values: evidential, testimonial and informative. … The testimonial ones show the evolution of the institutions, this value is assigned to the documents generated by substantive functions of the institution.

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What is the importance of identity documents?

As an identity document, it allows them to enter school and obtain legal recognition of their studies; access to basic health and social security services (as well as economic support for themselves, their parents or caregivers), among others.

Why it is important to have document control

Document control is a requirement that establishes the basis for developing, maintaining and updating the documentary support of quality management systems and is gradually being widely implemented in many companies around the world. However, many people find it difficult to define it clearly and effectively.

Document control is like a management system whose purpose is to enforce processes and practices for the creation, review, modification, issuance, distribution and accessibility of documents.

We can also say that document control is a set of measures taken to regulate the preparation, review, approval, publication, distribution, access, storage, security, alteration, change, withdrawal or disposition of documents. In other words, everything about documents.

ISO 9001 is a quality management system (QMS) standard that focuses on all the elements of quality management that an organization must have in order to have an effective system to manage and improve its products and services.

What is the importance of having legal and administrative documents in the community?

The document ensures the survival of administrative actions by becoming their material support. This guarantees the preservation of the acts and the possibility of demonstrating their existence, their effects and possible errors or defects, as well as the right of citizens to access them.

What are the characteristics of administrative documents?

Characteristics of administrative documents

They are issued by an administrative body: their issuer is always one of the bodies that make up the organization of a public administration. Validity; they must meet a series of formal and substantive requirements.

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What are history documents?

Historical documents are original documents that contain important historical information about a person, place or event, so they can serve as primary sources as important ingredients of historical methodology.

Document control in a company

This is why companies now rely on document control systems to classify information and ensure that it is traceable so that it is available to staff at all times.

They allow management teams to get quick access to documents and to send documents to staff to ensure that facts are reviewed and that all analysis is completed effectively in a given time period.

Instead of having to search multiple databases, they then analyze the information separately, and staff members can work on the same document at the same time, reducing delays in productivity.

Effective document control systems are now revolutionizing modern business. They are helping staff to collaborate on information management, reduce document errors and automate tasks to support your increased efficiency.

As you may have already read, process automation is important in a modern business. If you want to know more about this specific process, we recommend you to read: Everything you need to know about document digitalization.

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