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Document Control Software

Empower your quality management with robust document control software that ensures compliance, accuracy, and operational efficiency.
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Document Control Software

What is Document Control in Quality Management?

Document control is a systematic approach to ensure the integrity of documented information by implementing standard protocols for its review, approval, routing, and revisions. Crucial for effective quality management, document control assures that accurate and updated information is accessible to quality assurance professionals where and when it is needed.
Many regulatory standards, including ISO 9001, classify documents, records, SOPs, and other formats containing quality-related information as ‘documented information’ and mandate its systematic management. Document control software ensures that all documents, such as policies, Standard Operating Procedures (SOPs), work instructions, and records, are appropriately managed, audit-ready, and compliant with the industry-specific regulatory framework.

Document Control Features in BizPortals QMS

BizPortals document control empowers users with customizable and automated workflows for request initiation, document routing, review, and approval, reducing manual intervention and ensuring process consistency.
Automated Workflows
Leverage fully configurable processes and forms offered by the BizPortals document control solution to ensure compliance with organizational policies and industry standards. Create intuitive form templates, customize document handling processes, and add role-based access to enhance consistency and audit readiness.
Configurability of Processes and Forms
Document versioning offered by BizPortals document control software automatically saves the previous version every time a change is made in the document, ensuring a clear audit trail. Users can simply track versions and restore them if needed.
Version Control
Leverage BizPortals document control software to offer role-based access for stakeholders, allowing only authorized personnel to access, edit, or approve any specific document. Easily define permissions based on the job roles, departments, or individual responsibilities.
Role-Based Access
Track key document details such as inception date, stage, status, department, comments, and more to ensure transparency and accountability in the quality control process. Users can add filters to locate the information faster or export data to suitable file formats.
Activity Log
BizPortals document control software seamlessly integrates with other QMS modules like CAPA, incident management, change control, and more, ensuring that the documents are readily accessible to cross-functional teams and departments.
Seamless Integration
With BizPortals document control software, users can leverage digital signatures to authenticate important reports or documents using easy draw and upload or AD/Password-based authentication to facilitate teams across different locations.
Secure E-Signatures for Document Integrity

BizPortals document control empowers users with customizable and automated workflows for request initiation, document routing, review, and approval, reducing manual intervention and ensuring process consistency.

BizPortals 365 Intranet

Leverage fully configurable processes and forms offered by the BizPortals document control solution to ensure compliance with organizational policies and industry standards. Create intuitive form templates, customize document handling processes, and add role-based access to enhance consistency and audit readiness.

BizPortals 365 Intranet

Document versioning offered by BizPortals document control software automatically saves the previous version every time a change is made in the document, ensuring a clear audit trail. Users can simply track versions and restore them if needed.

BizPortals 365 Intranet

Leverage BizPortals document control software to offer role-based access for stakeholders, allowing only authorized personnel to access, edit, or approve any specific document. Easily define permissions based on the job roles, departments, or individual responsibilities.

BizPortals 365 Intranet

Track key document details such as inception date, stage, status, department, comments, and more to ensure transparency and accountability in the quality control process. Users can add filters to locate the information faster or export data to suitable file formats.

BizPortals 365 Intranet

BizPortals document control software seamlessly integrates with other QMS modules like CAPA, incident management, change control, and more, ensuring that the documents are readily accessible to cross-functional teams and departments.

BizPortals 365 Intranet

With BizPortals document control software, users can leverage digital signatures to authenticate important reports or documents using easy draw and upload or AD/Password-based authentication to facilitate teams across different locations.

BizPortals 365 Intranet
  • Automated Workflows
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    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Configurability of Processes and Forms
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Version Control
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Role-Based Access
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Activity Log
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Seamless Integration
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More
  • Secure E-Signatures for Document Integrity
    -->

    A comprehensive solution to streamline business processes and manage all your documents, projects, tasks, and employees together in a secure workplace environment.

    Read More

The Document Control Workflow: From Document Creation to Retention

Document Creation

Creating or importing a new document initiates the document control workflow. A robust document control software offers a centralized repository to create, manage, and store all quality documents in one place. Users can add metadata columns and content types or create different libraries and folders to classify and retrieve documents at the time of need.

1

Document Distribution

Efficient document distribution is crucial to ensure that clear instructions and guidelines are accessible to the cross-functional teams working. BizPortals document control software, while facilitating seamless document sharing, allows users to add role-based permissions to the documents, eliminating unauthorized access and security breaches.

2

Document Review and Approval

Once the document is uploaded, a predefined workflow is added to it to automate its review, approval, and reapproval after possible modification. The document control software built on SharePoint offers a secure environment for efficient document routing while allowing users to add multiple approvers, attach comments and files, and set email notifications and alerts to reflect the approval status.

3

Document Revision and Version Control

Document revision ensures that the information is updated, validated, and is aligned with the quality process and is compliant with the regulatory guidelines. BizPortals document control allows users to easily track who made changes in the document, when, and what. It eventually fosters accountability, prevents accidental overwrites, and ensures the user’s ability to review or restore previous changes if needed.

4

Document Archiving

Securely retaining documents for compliance and historical purposes marks the last stage of the document lifecycle. Users can create dedicated archive libraries to store incidents, deviations, CAPA, and other quality-related documents in accordance with industry regulations and internal policies. This helps users optimize storage, improve document traceability, and contribute to process improvement.

5

The Document Control Workflow: From Document Creation to Retention

1

Document Creation

Creating or importing a new document initiates the document control workflow. A robust document control software offers a centralized repository to create, manage, and store all quality documents in one place. Users can add metadata columns and content types or create different libraries and folders to classify and retrieve documents at the time of need.

2

Document Distribution

Efficient document distribution is crucial to ensure that clear instructions and guidelines are accessible to the cross-functional teams working. BizPortals document control software, while facilitating seamless document sharing, allows users to add role-based permissions to the documents, eliminating unauthorized access and security breaches.

3

Document Review and Approval

Once the document is uploaded, a predefined workflow is added to it to automate its review, approval, and reapproval after possible modification. The document control software built on SharePoint offers a secure environment for efficient document routing while allowing users to add multiple approvers, attach comments and files, and set email notifications and alerts to reflect the approval status.

4

Document Revision and Version Control

Document revision ensures that the information is updated, validated, and is aligned with the quality process and is compliant with the regulatory guidelines. BizPortals document control allows users to easily track who made changes in the document, when, and what. It eventually fosters accountability, prevents accidental overwrites, and ensures the user’s ability to review or restore previous changes if needed.

5

Document Archiving

Securely retaining documents for compliance and historical purposes marks the last stage of the document lifecycle. Users can create dedicated archive libraries to store incidents, deviations, CAPA, and other quality-related documents in accordance with industry regulations and internal policies. This helps users optimize storage, improve document traceability, and contribute to process improvement.

Importance of Document Control in the Quality Management Process

Customized Dashboard

Reducing Operational Risks

Documented information helps users identify, assess, and address potential risks beforehand. Be it a procedure for handling hazardous materials or product recall policies, having accurate, updated, and accessible information mitigates risks to operational safety.

Permission-Based Access

Efficient SOP Management

Centralized, accessible, and up-to-date SOPs are crucial for maintaining high-quality outputs across the organization. Document control software empowers users to systematically create, manage, and modify SOPs as well as conduct periodic policy reviews to uphold the integrity of the quality process.

easy-check-incheck-out

Centralized and Accessible Documents

Efficient document control eliminates the inefficiencies associated with cluttered document storage. An organized library structure coupled with relevant metadata, file sharing, and customizable access levels allows users to navigate and locate the document quickly.

versioning

Supporting Continuous Improvement

From structured document reviews to continuous feedback loops and process refinement, a well-implemented document control system that streamlines and automates the review and approval processes speeds up ongoing efforts to enhance quality and performance.

versioning

Streamlined Audits and Inspection

Structured document control simplifies process documentation, offers a clear record of document history, and ensures proactive compliance monitoring for more smoother and efficient audits and inspection procedures.

Zip Doc

Documentation and Traceability

Right from detecting issues to executing corrective and preventive actions, each stage is documented and records stakeholders’ actions, providing a clear audit trail for inspections.
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Leverage robust document control software to ensure your quality documentation is properly managed, audit-ready, and compliant with regulatory standards.

Other Dedicated Modules Offered by BizPortals QMS

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Change Control

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Deviation Management

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Incident Management

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CAPA Management

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