Document management is an essential aspect of any business. This is where you create, store and distribute your documents that are sent out and manage the flow of information for your customers. A well-managed process for managing outbound documents can enhance your customer service and boost sales and profitability. A poorly-managed document system can lead to chaos, confusion and loss of documents that can harm your brand, cost you money, and could cause customers to leave.

The three main elements of a document management system are capture, storage and retrieve. This includes scanning paper into a digital format, and adding indexing via hand entry hand entry, enterprise resource management (ERP) Integration with zonal optical characters (OCR) or barcoding, before dispersing the document to be used. A EDMS can aid collaboration within an organization by using features like tagging and categorization.

Central storage can safeguard your documents from error and malicious intent by using access controls and version control. This ensures that the latest versions are always accessible and older versions can be easily archived.

Outbound document management systems are also an excellent method of ensuring compliance with internal or external regulations. Features like retention schedules, document classification and tagging, as well as automated workflows allow your staff to adhere to ISO 9001 Document Management Standards, FDA and GMP regulations or other regulatory requirements.