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Defining a Document Control System

by Tom LeBaron

posted in Business

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YesStyle is an online Fashion and Beauty retailer founded in 2006. YesStyle is the first online retailer in Asia to globally distribute a wide range of fashion and beauty products from the region. YesStyle's products include women's apparel, men's wear, shoes, jewelry and accessories, beauty and ski
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What is a document control system?

A document control system is software that helps group members track documents in the most effective way. Shared workloads are inherent in group settings and can sometimes get confusing. For example, when drafting a new document, such as an engagement letter, marketing plan, or request for proposal, it's common to split the task into different portions and then merge the changes together. Once the document is ready to be edited, each team member will review the document, save his or her changes, and send it back to the one coordinating the writing.

A document control system is the easiest and most effective way to ensure team members are working on the most recent version of the document. You can also track everyone's changes and coordinate the team's writing efforts. This is done by through the system's control threads and version maps that are added to every project so you can see who's changed what and who needs to get the next version of the document.

Who would use a document control system?

With over 7.5 billion documents being created each year, it's hard to find anyone who wouldn't benefit from a document control system. However, most groups and businesses will find that effectively managing documents can bring them unprecedented efficiency and coordination.

All FDA regulated companies are required to use some form of document control system to manage their work. This ensures that products are created properly and that vital information is never accidentally left out of final drafts. Groups that frequently use email attachments to send documents to members will also benefit from a system that sorts through the downloaded attachments and shows how each document is related and the way they need to be incorporated into the newest draft.

How can a document control system help you?

If you've ever been frustrated because you couldn't distinguish one round of edits from another, you'll more than appreciate the functionality of a high-grade document control system. Even if a previous edit is opened to work on, a good control system will display an alert that there is a newer version that should be opened instead.

Whether it's collaborating more effectively or successfully explaining changes and revisions, document control systems will help lower the costs and risks associated with tradition ad hoc document management. More control, less chaos-learn more about a document control system that's right for you.

Tom LeBaron is a marketing representative of NextPage, located in Draper, Utah. Implement your own document control system with a free trial version of NextPage.

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