What documentation is for
Because information in document form drives almost every action in any organization, the ability to control this information usually means the difference between success and failure. Therefore, document control remains the most critical quality assurance discipline.
As with many other systems, document control is most successful if it is simple, intuitive and easy to use. And the first step toward this end is to decide exactly which documents should be controlled.
Document control is among the most critical tools for compliance in highly regulated industries. Organizations at every stage of the lifecycle can benefit, from startups to organizations approaching market approval.
A document control system supports regulatory compliance records management and quality management systems for documentation. Document control software systems support paperless process automation, quality document management, such as non-conformance reports, and audit trails.
What is documentation?
This is why companies now rely on document control systems to classify information and ensure that it is traceable so that it is available to staff at all times.
They allow management teams to get quick access to documents and to send documents to staff to ensure that facts are reviewed and that all analysis is completed effectively in a given time period.
Instead of having to search multiple databases, they then analyze the information separately, and staff members can work on the same document at the same time, reducing delays in productivity.
Effective document control systems are now revolutionizing modern business. They are helping staff to collaborate on information management, reduce document errors and automate tasks to support your increased efficiency.
As you may have read, process automation is important in a modern business. If you want to know more about this specific process, we recommend you to read: Everything you need to know about document digitalization.
Document control what it is
Documentation is the science of documenting, and is identified by the processing of information that will provide specific data on a given subject; accordingly, it can be identified as an instrumental and auxiliary technique to inform numerous people about a specific subject. A document is nothing more than a written text that has the purpose of serving as a support for the account of a circumstance, it can also be described as a letter containing data that must be identified to verify information.
According to the criterion with which the document is written, it can be classified into: textual documents, which are written or produced on paper, and non-textual documents, which use a medium other than paper to capture the data to be published (flash drive, recording, video, etc.).
In a restricted sense, documentation as a documentary science could be defined as the science of information processing, which provides a compendium of data for a specific purpose, with a multidisciplinary or interdisciplinary scope. The following is the definition of documentation as a science.
Set of actions necessary for registration, linkage to a process, distribution including actions or delegations, description (metadata), availability, retrieval and access for consultation of documents, control and monitoring of the processes carried out by the document until the resolution of the issues.
Set of operations adopted by the entity to transfer documents during the archiving phases, verifying the structure, validation of the generation format, migration, refreshing, emulation or conversion, technical format metadata, preservation metadata and descriptive metadata.
Selection of documents at any stage of the archive, with a view to their temporary or permanent preservation or their elimination, in accordance with the provisions of the document retention tables or the document appraisal tables.