Management can be hard, especially when it comes to managing documents. And in the case of important documents, it can even be a bit too frustrating if mismanagement is something on top of your resume. Well, the good news is, there are a lot of ways to manage documents for an average Joe, the easiest one is making use of an electronic document management system, which does exactly what its name conveys, manage documents for you remotely.
There are other possibilities for creating a viable document management system, but nothing comes close to offering the flexibility and ease of working as electronic records management software. The motto is to make document management easier, after all a good document management can contribute to good regulatory compliance for quality and safety, amongst other very crucial things. Document management can be helpful for keeping a quality point of view, making sure the key documents in your life always remain safe like supplier-related documents, documentation related to CAPA, change, complaint management, regulatory compliance documents, or even the lesser important stuff like regular audits and inspections. This is just one instance of proper document management, but it certainly can be useful for keeping note of every important document there can be for an organization.
A proper document management system can always help businesses achieve the efficiency they need, which, if ignored, can be one big issue that can even plague a business to a level where its verticals are mismanaged. These can be the mismanagement of storage, retrieval, and access to important data. A typical records management software keeps track of all the important stuff a business requires creating a common and shared platform. This can include certain processes like offering a continuous storage platform, which can easily manage retrieval and verification of the records in real-time.
If it’s a perfectly made document management software, it must be perfectly capable of electronically receiving the required documents from the user in the easiest possible way. This must be followed by the tracking or tracing of data so as to ensure it stays in a safe place accessible to none other than the initial user. Lastly, it should also allow the user to then manage the documents remotely after they are stored encrypted at a safe location.
One very good thing about the whole electronic records management software is that it kills the need of maintaining the crucial stuff like the hard copy, which otherwise would have been saved on paper. Therefore, it is a very good step for those who like to save the environment – we’re also on the list – as it just simply takes away the need for using paper, which in turn reduces paper waste.
Now that you’ve understood the whole idea behind a typical electronic document management system, we’d like to introduce you to Certyza, which takes the whole process of storing documents electronically a step further. Built by us in-house, Certyza is an extremely capable high-tech solution for managing records electronically that keeps a track of the whole management process while also making things easier for the user to understand. We’ve designed it to be as user friendly as possible, and in this process, it’s far from a typical complex records management solution when it comes to complexity alone.
But when it comes to being a viable electronic document management system, there’s nothing that comes to the flexibility at which it offers its users the best possible options for managing documents. This is perhaps a very crucial step in building any business and it says a lot about how a company practices quality management culture inside its walls. It is often said that when different teams work together, it becomes hard to manage documents when offline. However, electronically saved documents can be kept in track and managed by all the authorized users to keep track of the progress of any particular organization.
Our in-house solution Certyza does that and more, all with the convenience of just sitting at home. Our one and only aim with Certyza is to make the whole document management process secure, transparent, and extremely efficient for the users. After all, these are the values that make a software good in the eyes of the user. We’re happy to introduce the world to Certyza. If you’d like to read more about it or hear our opinion on how to manage documents, feel free to get in touch with us at Sofocle.
