How automating document control systems is changing the way we work with documentation

Document management is often overlooked until problems arise. When an important agreement is lost or an outdated version of an instruction goes into production, that's when everyone remembers document control.

The transition from paper or semi-digital document management to a full-fledged automated document control system is a step towards a new organizational culture. A culture that values employees' time, minimizes mistakes and improves the overall efficiency of business processes.

Next, we will look at the components of modern document control systems, strategies for their implementation, and practical examples of successful automation from various industries.

What are document control systems?

A document control system is a tool that takes care of every document from creation to archiving or destruction. Simply put, it's a way to keep all work documents under control.

Instead of randomly exchanging files via email or messengers, in a special system, every document goes through a clear path: it can be created, sent for approval, updated and, if necessary, easily found.

Unlike regular file storages, the system records every change: who opened the file, who made edits when the new version was released. Everything people usually forget.

Types of systems on the market

- For specific industries. For example, pharmaceuticals or construction, where there are special documentation requirements.

- Customizable flexible systems that can be adapted to various business processes.

- Built-in modules with document control functions integrated into larger enterprise management systems.

- Cloud services are solutions that do not require installation on the company's servers and are available via the Internet.

Examples of such systems include DocuWare, M-Files, SharePoint, OpenText, Google Drive, Dropbox, Adobe Document Cloud, and others.

Step by step: how the document management system works

This system is based on a clear and logical process.

1. The starting point is uploading or creating a document within the platform. The employee adds the file, assigns it the necessary tags or categories so that it is easy to find it later.

2. Then the document is sent along a preconfigured route: for example, first for review, then for approval. And only after that — to the archive or to the working storage.

3. While the document is “traveling”, the system records all changes. If someone makes an edit or comment, it's immediately saved in history. This way you can see who exactly edited the file and what versions existed before.

Access to documents is regulated flexibly. A project manager, accountant, or lawyer only sees files that relate to their work. For example, SharePoint can set up entire workspaces for departments, and in M-Files, the system itself offers the user documents on their roles and tasks.

When a document is approved, it is automatically archived or remains in working access. At the same time, you can always find it quickly by searching for keywords or filters. DocuWare has such functions, for example, where the search works even on the contents of scans. This is convenient for working with paper archives.

Why does a business need a document control system?

Any company accumulates a mountain of documents over time. Contracts, reports, acts — all this lies somewhere, someone is looking for something, and each time it takes a lot of time. If the files are scattered in different folders or chats, even a simple task turns into a quest. The document control system solves this problem and many others.

Saves time - the employee does not have to remember where the required contract lies or browse through email chains. Searching for keywords, filters, or even file content quickly returns results. In the same DocuWare system, for example, it takes a couple of seconds to find a document.

Safely - not all files should be available to every employee. The system regulates who has access to which documents. It is critical for companies operating according to international standards. The more reliable the system is, the easier it is to comply with requirements such as ISO.

Transparently - all actions are recorded. Any change can be seen: who made the edit when it happened. This gives a clear picture of what is happening and helps to avoid misunderstandings within the team.

Automated - the system will remind you of the deadline or send the document for approval without unnecessary fuss. For example, you can set up automatic notifications in M-Files so you don't miss anything.

During inspections or audits, such a system also helps. The documents are streamlined; they don't need to be frantically collected from different sources — everything is at hand.

By the way, about ISO. Standards are reviewed every three years, and this is a regular examination for the company. A good document control system makes it much easier to prepare for recertification.

Choosing a document system: what to focus on

Take your time. One system may work for one company but be useless for another.

1. Ease of use

If the system is too complex, it is likely to be avoided, even if it is highly functional. It's better to choose something that's intuitive so employees don't have to spend time learning.

2. How search works

When you have a lot of documents, it's important that the system allows you to quickly find what you need. If your search works through keywords and filters, that's great because you'll be able to save time.

3. Features

What you need now and in the future. Document Locator, for example, is a great system for Windows users, but if your team is on macOS, it's not for you. Or here's another example: Monday.com doesn't support e-signatures, and IsoTracker QMS doesn't have a mobile app.

4. Integration

If the program isn't “friendly” with other tools you already use, this will create problems. It's better if it works with email, cloud storage, and other services that you have.

Don't worry that you need to select one particular software and get “stuck” on it. Many companies benefit from using multiple systems that integrate with each other. For example, Make is a tool that helps you connect different programs and make them compatible. It is convenient if one program does not solve all problems.

Document control system automation: real or not?

Yes, document control systems can be automated, and this is often beneficial. In practice, many of the routine tasks associated with document processing are easily transferred to automatic mode.

Approval of documents. When the document is ready, it enters the queue of approvers by itself, and people are notified. This eliminates the need to manually track each step and the process is quicker.

Reminders. When a document needs to be updated after a certain period of time, the system will remind you who is responsible for this. Or, if the document needs to be submitted for review, the system can do it automatically, without human intervention.

Bug fixes. For example, if someone accidentally changes a document or forgets to update it, the system will save the history of changes and you can always go back to the previous version.

Sorting. In large companies with a lot of materials, this feature is simply irreplaceable. Everything is automatically distributed to the right folders or tags, making it easy to search.

Document management system (DMS) in practice

Now let's look at more unusual uses.

Photos to confirm delivery or damage

Deliveries and returns of goods are a process where automation definitely won't hurt. For example, you can set up the system so that product photos taken during delivery are automatically added to the customer's file.

Tracking applications when hiring employees

If multiple departments are involved in the hiring process, DMS will help. Applications are automatically categorized. The right documents are in the hands of the right employee.

Mobile approval of documents

If you need to approve a document on the go, such as an invoice, you can do it right through the mobile app. After replying to the notification, the document's status will be updated immediately.

Integration with other systems

Do you need to migrate from one system to another? DMS will help with integration. For example, integration with Microsoft Office or QuickBooks helps to avoid duplication of data and speeds up the work process.

What can we expect next?

The ideal document management system is the one that best meets your business needs.

Document control systems will become even smarter in the coming years. AI is expected to take on more tasks, from automatically analyzing documents to prompting when to update or delete them.

Smooth and fast document workflows are what we all strive for.