How Document Management Helps Organization to be Audit Free
1. Document Security
Sensitive information in form of documents is stored securely. Define user permissions for your staff and control who has access to which documents and how they can use them. Ensure the right documents are accessible by the right people.
2. Consistent Procedures
With business rules and workflow in place, you know that the correct procedures are always followed. Ensure faster approvals and reviews to ensure deadlines are not missed. Handle document processing consistently by creating a separate workflow with the routing of documents. Using Electronic Workflow increases efficiency and accuracy.
3. Flexible Workflows
React to changes in policies and compliance regulations quickly by updating the workflow. Once a workflow is in place, you can alter the process easily, often without having to re-train staff, making continuous process improvement a straightforward procedure. You can update procedures across the whole business simultaneously.
4. Managing the Document Life Cycle
When a document is stored in a Document Management system, you can be confident that you are always working with the latest version, but version control allows you to access all previous versions if necessary. If selected documents must be stored for a specific length of time (in line with compliance regulations), rules can be set to automatically move documents to archive, or delete them when they have expired.
5. Audit Trail
An audit trail is a report showing who has accessed what document, when, and how it was used. You can verify that the latest version of a document is archived, and track system admin changes. Audit trails supply detailed information for auditors, providing visibility into your processes and helping to prove compliance.
6. Easing the Audit Process
Allow auditors to have secure access to your documents via a standard web browser. Inspections can be conducted remotely with no disruption to you and your colleagues. With the powerful keyword search functions of a Document Management system, documents needed for audits are available in seconds. During the inspection, auditors can simply export any information they need in a digital format, saving everyone time and money.