Streamline Your Document Management
Ensure compliance, improve collaboration, and centralize workflows.
7 Must-Have Features of Document Control Software
The right choice of software for document control will transform how an organization handles documents. But what features are needed? Here are seven must-have features to look for.
User-Friendly Interface for Document Management
A user-friendly interface simplifies locating and managing documents, making it intuitive for all users and easy for staff to adapt. The ability to customize the interface ensures it aligns with the specific needs of different roles within the team. Additionally, it should be simple to use, no matter the device. Cross-device compatibility allows for accessibility from any device, whether in the office or on the go.
Comprehensive Version Control and Audit Trails
Version control is necessary for maintaining document accuracy. The software should automate the tracking of document revisions and keep a detailed history of changes. Audit trails provide accountability by showing who made changes and when. This feature helps prevent conflicts and ensures everyone is working with the latest version of each document.
Centralized Document Repository
A centralized document repository stores all documents in one secure location. This setup should offer efficient organization and structure through tagging and indexing, making it easy to find what is needed. Simplified retrieval processes reduce the time spent searching for documents, improving workflow efficiencies.
Real-Time Collaboration and Communication Tools
Effective collaboration is key to project success. Real-time collaboration tools allow multiple users to edit documents simultaneously. Additionally, integration with other software connects document control with project management tools, which increases overall coordination. Effective communication features like chat and notifications will keep teams aligned and informed.
Mobile Access for Field Operations
Accessing documents on the go is extremely important in a mobile work environment. Look for software that offers robust mobile apps designed for on-site document access. Cloud syncing provides real-time updates, meaning the latest document versions are always available. This supports remote work and keeps field and remote teams connected and productive.
Robust Security and Compliance Features
Maintaining robust security measures is essential for protecting sensitive information. The software should include strong encryption to protect sensitive data from unauthorized access. It should also provide regulatory compliance and adhere to industry standards. Access control features help manage user permissions, safeguarding documents by restricting access to authorized personnel only.
Advanced Reporting and Analytics
Data is power. Advanced reporting and analytics features generate detailed insights on document usage and modifications. These tools support data-driven decision-making in project management. Customizable dashboards provide a clear overview of key metrics. This feature allows team members to monitor performance and make informed decisions that drive better project outcomes.
Buyer’s Guide to Engineering Document Management Solutions
Looking for an engineering document management (EDM) solution? Look to this guide for helpful tips to consider during your search process to ensure success.
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Benefits of Using Document Control Software
But is document control software worth the investment? Here are some simple benefits a business will see upon implementation.
Improved Organization and Efficiency
Say goodbye to clutter and disorganization. Document control software streamlines workflows by automating processes, allowing teams to work more efficiently. With quick document retrieval, employees avoid wasting time searching for files, resulting in increased coordination across departments.
- Streamlined Workflows: Automates tedious document management tasks.
- Reduced Retrieval Time: Provides instant access to essential documents.
- Simplified Coordination: Facilitates seamless communication among teams.
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Success for companies lies in their ability to balance efficiency and growth effectively, [and] the challenge is harmonizing them. By adopting data-driven decision-making, embracing innovation, and aligning leadership, businesses can find the sweet spot that allows them to thrive in an ever-changing world.”
- Forbes
Ensure Security and Compliance
Security and compliance are non-negotiable in many industries. Document control software confirms that documents are always up-to-date and adhere to the latest industry standards, reducing risks associated with outdated or incorrect information. It protects an organization from compliance issues and potential fines.
- Up-to-date Documents: Guarantees that all documents are current.
- Regulatory Adherence: Offers compliance with necessary standards.
- Risk Reduction: Minimizes errors and potential legal issues.
Cost Savings and ROI
The financial benefits are clear. Organizations save on materials and space by reducing paper usage and physical storage needs. Accurate documentation prevents costly rework, leading to a lack of waste and improving the overall return on investment.
- Reduced Paper Usage: Lowers costs associated with physical storage.
- Accurate Documentation: Prevents expensive rework and mistakes.
- Optimized Resources: Improves budgeting with efficient resource allocation.
Scalability and Adaptability
As businesses grow, their needs evolve. Document control software scales effortlessly to handle increasing volumes of documents. Its flexible integration capabilities ensure it adapts to technological changes. The solution keeps operations future-proof and compliant with the latest standards.
- Grows with Business: Handles an increasing volume of documents.
- Flexible Integration: Seamlessly adapts to new technologies.
- Future-Proof: Stays updated with industry advancements and standards.
Examples of Industries that Use DCS
For specific industries, implementing a document control system has been transformative. The right software helps address specific challenges while driving overall efficiency. Here are some examples:
Manufacturing Industry
Manufacturers deal with complex production processes and stringent quality standards. Document control software simplifies managing production specifications, compliance documents, and quality control records.
The solution provides real-time access and reduces the risk of errors by digitizing and centralizing documents. The implementation involves mapping existing workflows and training staff. This means improved production accuracy, faster audits, and better quality control.
Oil & Gas Industry
In the oil and gas sector, managing vast technical documents and safety protocols means navigating a wide range of documents and requirements. DCS provides a centralized platform for all regulatory compliance documents and records.
The software automates version control and audit trails, meaning all documents are up-to-date and accessible. The transition includes data migration and staff training. Once completed, it increases regulatory compliance, improves safety measures, and simplifies document retrieval. Risks are mitigated, and operations are more efficient.
Pharmaceuticals Industry
Pharmaceuticals face strict regulatory requirements and need secure, accurate documentation. DCS helps with the tricky data integrity challenge by providing robust encryption and controlled access. The software facilitates tracking changes and maintaining detailed audit trails for compliance with regulatory bodies like the FDA.
Implementation involves establishing validation protocols and comprehensive training. This process results in improved accuracy and compliance, better control over sensitive data, and easier audits. Consequently, businesses in the pharmaceutical sector can be confident in the trustworthiness and reliability of their products.
Transform Document Management for Your Industry
Boost compliance, improve accuracy, and streamline workflows.
Accruent’s RedEye: Best Document Control Software
Accruent’s RedEye is a top-tier solution for document control, offering a centralized platform that manages documents throughout their lifecycle. This engineering document management software (EDMS) provides a platform where documents are accessible, secure, and compliant with industry standards. The simplification of complex document management processes results in a significant boost in overall operational efficiency.
Key features of the RedEye include the following:
- Centralized Document Management: Secure, accessible location for all documents.
- Advanced Security: Robust encryption and customizable access controls.
- Real-Time Collaboration: Simultaneous editing and commenting.
- Mobile Access: Access documents anywhere on the go with mobile apps.
- Version Control: Automatic tracking of document revisions.
- Reporting and Analytics: Generate detailed reports on document usage.
RedEye particularly benefits industries like manufacturing, oil & gas, and pharmaceuticals. In manufacturing, the focus is on providing high-quality control for production documentation. For oil & gas, where safety and regulatory adherence are paramount, it centralizes technical documents and compliance records. The stringent regulations of the pharmaceutical industry demand meticulous data integrity and precise compliance, both of which RedEye excels at providing.
Case Study: RedEye Helps SA Power Networks Provide Power Supply to 900,000+ Dwellings
SA Power Networks (SAPN) faced significant challenges in managing their vast array of technical documents and keeping information up-to-date for their field teams. In 2017, an internal survey revealed that 90% of staff could not easily find the latest drawing revisions, and 33% took over 10 minutes to locate the correct documents. SAPN implemented RedEye’s document management software (DMS) to address these issues.
The implementation process involved early engagement of both field and engineering teams to confirm that the system met their needs. The RedEye platform provided reliable, user-friendly solutions that improved document accessibility and security. Field teams could now markup drawings in real-time and upload changes directly to the cloud, enhancing collaboration and maintaining version control.
As a result, SAPN saw a dramatic improvement. They saved approximately 1,044 hours annually in drawing management alone. The percentage of users who could easily find the latest changes jumped from 10% to 91%. That’s a massive improvement in operational efficiency and safety.
Markups have traditionally been a very unwieldy process for the amount of work that we do and the markups that are required in the field. The thing about the Accruent partnership that I absolutely love, is the fact that it automates that whole markup process from beginning to end. And it makes it so easy for field workers, substation, and eventually line, to create the markups and get them into the system. Ultimately, that means a safer, more productive workforce.”
-Peter Barnard, Head of Engineering, SA Power Networks
Eliminate Inefficiency with Powerful Document Control Software
The future of document management is here, and it promises to simplify the issues that have long plagued businesses. With a robust solution like RedEye, organizations have an innovative way to handle compliance, security, and workflows.
To tap the full potential, view RedEye as more than software. Instead, consider it a transformative tool to drive excellence and prepare a business for future challenges.
Ready to take the next step? Schedule a demo and see what RedEye can do.
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