Document Control System Software is software that helps users maintain control over their documents. Companies use Document Control System Software from Harrington Group International to maintain document integrity. Many forms of Document Control Systems range from open source systems like LibreOffice (a type of office software) to programs downloaded from the internet like Adobe Acrobat. These systems help maintain control over documents and, in some cases, can even be used for electronic signatures.
To learn more, https://hgint.com/document-control-software/.
Why do companies need Harrington Group International?
1. It improves the visibility of documents.
This is because it allows the managers and employees to see which documents need to be signed and in what order, removing the ambiguity about when a record needs to be signed and by who.
2. It increases accountability between different people in the document flow.
Because it shows everyone who has authorized or reviewed which documents and when and who has made which changes to the documents. This allows accountability to be enforced upon those who make errors in reviewing or signing off on documents.
3. It reduces errors in documents.
The Document Control Software reduces errors from mixtures of different versions of documents (because it contains up-to-date information), as well as reducing errors from multiple copies of drafts or incorrect printing versions or versions being printed or sent to the wrong people, etc.
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4. It increases document security.
Since it prevents or minimizes the risk of a document being lost or damaged and misappropriated by reviewers or others, such as by identity theft. This is because once any reviewer has signed or authorized a copy in the system, the paper will not be allowed to be changed once it is printed or published.
5. It minimizes the risk of human error.
Because it reduces confusion among different versions of documents being used, as well as removing ambiguity about which version is the most up-to-date, and prevents errors from multiple versions occurring together, such as a client receiving an older version from an employee who saw a newer version on their manager’s computer screen.
6. It prevents confusion over who has seen which version of a document.
Because it keeps track of who has been given access to each document, when they have had access to it, and what changes have been made to the record since they last accessed it. This is important because it prevents confusion and delays due to time wasted looking for what the reviewer has already seen. For example, if someone received a copy of a document that two different people had updated after reviewing it, there would be confusion over what the reviewer saw, wasting time.
7. It avoids version control issues arising from multiple versions.
This is because it prevents versions from being seen at once. For example, when a document is being revised for different purposes, each performance is kept separate until all reviewers have signed off on the understanding they are looking at; then, a new version of the entire revised document can be created from them.