"Document control" refers to the process of managing, controlling, and monitoring documents within a company or organization. This process involves the creation, approval, distribution, revision, and archiving of documents to ensure that all relevant parties always have access to the latest and valid versions. The aim of document control is to ensure the quality, consistency, completeness, and compliance of documents, as well as to improve the efficiency of document processes.
Typical features of software in the area of "Document control" include:
Document creation and capture: Capturing new documents and content and assigning metadata such as author, creation date, and category.
Approval workflow: Establishing a structured approval process for new or modified documents, including assignment of responsibilities and monitoring progress.
Versioning: Tracking changes to documents and storing previous versions to enable traceability and revision.
Document distribution: Secure provision of documents to authorized users or groups, considering access rights and permissions.
Review and approval: Reviewing documents by authorized individuals or committees and approving or rejecting changes.
Notifications and reminders: Notifying users of pending tasks or deadlines in the document control process.