Documentation is an integral as well as a vital part of all modern day business operations, irrespective of the industry type. Many internationally recognised initiatives – like ISO 9001 and ISO 14001 make it mandatory for companies to create, review and update on a regular basis. And business mavens advise that to gain control and best benefits out of the documents it is mandatory to place them under the mechanism of centralised documentation system. Organising documents under a single system of control allows for their easy access, assessment, and better security too. Large organisations which engage with big data are especially to benefit tremendously out of centralised documentation system.
Key benefits of a centralised system of documentation
The following discussion dwells upon the key benefits of working out a centralised system of documentation.
Provides better control over big data
A centralised documentation system is created with the primary aim of imparting meta-data with an overall mechanism of control. It involves customising high-level information of the documents. Categories are created based on information such as subject, priority levels or ISO elements. This system helps the management in keeping documents under one inter-connected digital network while allowing employees to search for information via filters and key-words.
Makes task execution easier and more effective
A centralized system of documents provides a superstructure from which the staff can pull out relevant data as and when needed. On a given task, for example, staff training – the trainers can source out the various documents related to training. The system also automatically defines a lot of trainees while updating the records. Employees thus can participate in activities such self-training through the streamlining of the process. The use of processed and rich data makes tasks more effective and productive.
Enables a more active and efficient collaboration
A centralised documentation system enhances awareness of employees on their tasks through updates notifications and reports on documents of various departments. This, in turn, facilitates greater levels of collaboration for tasks which are inter-departmental. This process makes collaborative faster and in real time while averting the long-winding routes of emails or phone calls. Collaboration is eased through integration using programmes such as Microsoft Office (Word, Excel, PowerPoint, etc.).
Increased visibility contributes to better decision-making
Providing visibility to data the centralised documentation system provides real-time insight into the dynamic process of documentation. The digitalised system offers regular and a variety of reports to highlight the progress of tasks under execution and the analysis of those completed. Armed with the knowledge of the current statuses of various projects decision-makers feel more confident about their business decisions.
Helps maintain continual quality improvement
A centralised system of documentation automatically streamlines all work-processes in the company. Managers have easy access to the latest data from one place, to which they can make suggestions for changes and modifications.The staff can then promptly look into and work upon areas that require new efforts. In this way, the workflow is streamlined while ensuring quality improvement in the organisation happens on a regular basis.
Provides better security to documents
An important feature of the centralised documentation of documents is security, which becomes all- important during collaborative tasks with external parties like suppliers.
A good document control system ensures security through data filtering and other security features. Based on the established rules the system filters or locks up data for the unnecessary parties, thereby keeping sensitive documents and data safe.
Documentation is a critical aspect of all modern day businesses. Its scope and need have been further emphasised upon by the latest changes in the ISO. For making its business prospects better, it is imperative an organisation gains complete control over its documents. For this purpose, it is best advised to opt for a centralised documentation control system at the earliest.