Due to more and more digital documents, the need for effective document management and control have become increasingly important in organizations. But what exactly do these terms mean, and how do they differ? This blog post will explore the differences between document management and document control and how they optimize document processes.
What is document management?
Document management is the process of managing the creation, storage, and retrieval of documents in an organization. This typically involves using a specialized system, such as an eDMS (Electronic Document Management System) like Assai, to store and organize the documents and control access to them. Document management systems can range from simple file storage systems to complex, enterprise-wide solutions that integrate with other business systems. The purpose of document management is to provide a document repository, and to make it easier for the document retrieval.
What are some benefits of document management?
Document management systems can help organizations in a number of ways. For example:
- A DMS provides a centralized repository for storing documents, which makes it easier for people to find the documents they need.
- It ensures data security on confidential or sensitive information. The access control feature lets only authorized users can view or edit the document.
- The system enables stakeholders to track different versions of documents. This significantly saves time and cost in document processes.
What is document control?
Document control, on the other hand, is a specific aspect of document management that focuses on version control, accuracy, and usage. It typically involves document review and approval processes, tracking, and monitoring document changes. Document control can include establishing a precise document workflow, implementing version control, and ensuring up-to-date documents. The designated position for these duties is that of a document controller.
What are some benefits of document control?
There are varoious benefits of robust document control:
- Document control aims to maintain the accuracy and integrity of documents.
- It can help organizations to avoid errors and misunderstandings in document processes
- It protects the organization from legal or regulatory issues due to not up-to-date documents or incorrect information.
- Document control can also help organizations to save time and improve efficiency. For example, a clear document review and approval process prevents organizations from wasting time on multiple revisions or back-and-forth emails.
- Version control causes less confusion and ensures that everyone is working from the same set of information.
Conclusion: what is the difference between document management and document control?
In short, document management is the broader concept, while document control is a specific aspect of document management that focuses on maintaining the accuracy and integrity of documents. Both are important for ensuring that an organization’s documents are well-managed and can be used effectively. By implementing both document management and document control, organizations can improve the way they handle their documents, and can ultimately save time, reduce errors, and improve overall efficiency.
Assai has integrated document control and document management in one software. Would you like to see it? If so, feel free to book a demo or request more information.
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