Have you ever needed help finding the correct version of a document or sent the wrong document to a colleague or contractor? Have you ever wondered who manages documents in your organization or whether your document control processes are up-to-date and effective?
In any organization, managing and controlling documents is crucial to ensuring efficiency and compliance. However, the term document control can often be misunderstood, leading to confusion and mistakes. This blog post will address 6 misunderstandings about document control and help clarify them.
1. Anyone can do document control.
No. It might sound simple, but it is not. Document control is a complex and multifaceted discipline involving much more than administrative tasks. Effective document control requires diverse skills, including keen attention to detail, exceptional organizational abilities, solid project management skills, effective communication skills, and technical expertise. An organization can manage its documents efficiently and effectively by employing a qualified document controller.
It is also a highly collaborative role, as document controllers frequently work closely with project teams, engineers, and other professionals to ensure that every stakeholder and document is properly involved.
2. Document control is only about keeping track of documents.
No, it is more than that. Document control also ensures that the correct individuals can access the appropriate documents at the proper time and that documents are updated and maintained correctly. As a result, the role of a document controller necessitates technical knowledge of industry-specific terminology, project stages, roles and responsibilities, and other relevant factors. This knowledge is critical in ensuring that documents are managed effectively and accurately throughout the entire project lifecycle.
3. Document control is only necessary for certain industries.
Some industries, like construction and engineering, have been using document control processes for a long time. However, effective document control is essential for all sectors, regardless of size or nature. Effective document processes ensure that documents are accurate, up-to-date, and available to the relevant people when needed. This is important for maintaining quality control, reducing the risk of errors, and facilitating communication among team members.
4. Document control is only necessary for technical documents
Some people believe document control is only necessary for technical documents such as engineering drawings. However, this is a common misconception. Document control is essential for managing all types of documents in an organization, regardless of the subject or purpose of the document.
Documents can take many forms, such as contracts, financial reports, employee manuals, communication materials, etc. Regardless of the document type, effective processes are critical to ensuring that the documents are accurate, up-to-date, and accessible to the appropriate people when they need them.
5. Document control is only about paper documents.
In the past, document control primarily focused on managing paper-based documents. However, as technology has advanced, electronic documents have become increasingly common, and document control processes have evolved to include them. These days, it involves managing physical documents and electronic files, emails, digital records, and online databases.
Many organizations use a document management system (DMS) to efficiently manage electronic documents, such as emails, digital files, and online databases. A DMS or eDMS is a software application designed to manage and store electronic documents, making it easier to organize, search, and retrieve documents as needed. A DMS which also focuses on document control typically provides revision control, access control, and collaboration tools. The software enables multiple users to work on a document simultaneously, while ensuring that only authorized users can access and modify the document.
6. Document control is expensive and time-consuming.
While some initial costs may be associated with implementing document control processes and tools, such as a document management system (DMS), the benefits of effective document control often outweigh the costs.
Implementing document control processes and tools can ultimately save organizations time and money by streamlining processes and improving collaboration. More importantly, it helps the organization avoid errors and comply with regulatory requirements. For example, a DMS can:
- reduce the document retrieval time
- improve revision control
- enhance security by providing access only to authorized personnel.
We’ve attached some related blog posts and downloadable resources below. They will guide you through document management planning, vendor selections, and best practice.
- Blog post: 7 eDMS Vendor Selection Criteria
- Blog post: Document Management Plan in 10 Steps
- Blog post: Make a difference with a Document Management System
- Blog post: Effective Document Numbering for DC
- Blog post: Best Practices for DC
Want to explore more about Document Management and Document Control? Download our latest whitepaper and guide via the buttons below!
Assai’s document management system
At Assai, we take pride in offering the best document control and document management system for complex projects and operations in the market. Assai’s cloud-based document management system stores all your items in a central repository equipped with easy and comprehensive search options on metadata and content for documents, drawings, correspondence, emails, and more. The system enables organizations to integrate with tools that fit their requirements, such as Power BI. Also, revision control and redlining are a breeze with Assai.
We offer a system that meets different industries’ needs, including Oil & Gas, Renewable Energy, Construction & Engineering, Transportation, Mining, Utilities, and Chemicals. Our user-friendly, secure, and scalable solutions come with expert support and training. Check it out on our site, and feel free to book a demo!