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<p>Which software and programs uses in document controlling system? what are the main responsibilities of a good document controller & what should be a candidate qualification in order to be an expert document control specialist.?</p>
Store and save data, enter information, and output information upon request
Document Control System is so much more than just filing documents. By implementing a proper Document Control System in an organization; it will support all the activities and will add value at least in the following areas:
Company Protection: It is crucial and critical to be able to retrieve the last updated applicable documentation/ information and upon implementation of a proper DC in an Organization can retrieve it quickly.
Commercial Protection: Documents/Drawings created on a Project are often linked to key milestones for payment etc. Late receipt of information can have a negative impact on the schedule which can lead to the company taking a hit. Document Control can keep track of and expedite the deliverable flow to ensure the company delivers on time as well as receives on time from contractors, consultants and even Clients.
Information Security: By defining the rules for accessing documents (who can access a document, who can read it, modify it, etc…) and by implementing these rules within the document management software document control prevents uncontrolled changes on documents, as well as un-authorized access to documents. At the same time ensuring that any person who needs access to a document has access.
Control: Getting control of documents (including latest revisions, updates, etc.) means that you will be certain that the information at hand is the most up-to-date. With document control, all revisions of a document are stored, and the document at hand is the current one.
Traceability: Who sent this document to whom, when, and with what technical or commercial content? Why traceability? Because it ensures that you will never lose track of what happened on documents on your project / in your department.
Auditability: Without professional document control, you might not be able to provide the necessary information to auditors (internal or external) in due time.
Consistency: Within the same company (or within the same project, the same department, etc…), document control means working by the same standards, standardizing documentation, and complying with industry regulations and legal requirements.
In conclusion, implementing & investing in Document Control is the way to protect the Organization, as well as ensuring accessibility, retrievably, control and security for your documents, records and information.
Organizations that implement a document control system experience many benefits that increase security, access, and efficiency: Conversion of paper-based documents to electronic versions which means reduced hard costs and administrative costs: less paper, printing and hard copy filing. Reduced lost or missing documents.
A Document Controller has a lot of computer software they could use to maintain/retain a company's documented information. The basic ones are pre-installed in most computers such as the Microsoft Office which includes Microsoft Word, Excel, and Powerpoint. In some fields like construction, they use other computer software such as ACONEX to aid them in keeping track of all the documented information.
A Document conroller's role is one that is vital to the successful execution of all of the processes within an organization. A Documented Information controller is considered as the gate-keeper of an effective Document Control System. He makes sure that all the necessary docuements are traceable, and accesible to relevant parties within and outside the organization. In order to be a good document controller, you need to keep on updating yourself with the International Standards such as the ISO 9001:2015 for compliance and continual improvement.
Easy to retrive data during audits,
less time consuming which improves efficieny of work.
Organising Data in a collaborating manner
Easy to retrieve
Timely completion of Task
Accurate delivery of Documents and Project
Are the major benifts of DC
Documents controll is very improtant for the organization privacy.
Organizing a company's filing and document system is an integral part of success. In particular, document control is necessary, not only for efficiency and productivity, but also for the safety and privacy of the document's information.
The main responsibilities of a good Document Controller are:
Handling tasks of controlling and monitoring documents and assurance of its compliance with the corporate methodology and procedures.
Ensures that the vendor contact details, hard copies and electronic messages are properly logged into the document control system.
Support in analyzing, organizing and managing document management processes and activities.
Preserving and maintaining confidentiality of document management activities.
