A Document Management and Issuance control system (DCMS)
Concept
A Document Management and Issuance control system (DCMS) can be seen as a set of standardized practices that:
Control the creation and authentication of documents
Exercise version control where multiple versions of a document are maintained
Manage storage of documents in a way that facilitates convenient retrieval of a particular document when needed
Ensure security and safety of documents with the dual objectives of preventing unauthorized access to documents and allowing recovery from physical damage or loss of documents
Creates the policy for archiving old documents and disposing them at the end of their life
Scope
Convenient Retrieval:
Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound DCMS is in place.
Convenient and quick retrieval is a key objective of installing a ATL-DCMS v 1.0.0.
Version Control:
Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence.
ATL-DCMS v 1.0.0 can eliminate the chaos that can otherwise result when attempting to locate a particular version by introducing unique document number.
Improving Workflow:
Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned and efficient movement of documents can significantly speed up business processes and enhance their quality.
ATL-DCMS v 1.0.0 follows a perfect and ideal process flow as shown here ….
Regulatory Compliance:
The benefit here is one of avoiding trouble, which can be serious enough to shut down the business. Government regulations require maintenance of different kinds of data and documents, and the requirements are often very complex.
ATL-DCMS v 1.0.0 helps ensure compliance with the rules, using such means as checklists, standard forms, and automatic organization.
ATL-DCMS v 1.0.0 is USFDA part 11, UK MHRA and GMP compliant.
Document Security:
Maintaining documents becomes absolutely necessary to meet many different requirements. Documents can contain business secrets and other confidential data, such as product formulas or employees’ personal details. If unauthorized persons gain access to these documents, it can lead to business damage or legal damages. A DMS ensures that only authorized persons can access particular documents.
ATL-DCMS v 1.0.0 can manage
· Physical Documents
· E-documents
E-Document Issuance Control:
ATL-DCMS v 1.0.0 has effective control on document issuance. While issuing e-copy of the document it manages document is requested by whom, whom to issue, when issues, who has issues and also ensure unique issuance number printed on each page to ensure who has print the document.
Enhanced Competitiveness: By improving business processes, reducing costs, and preventing serious losses, a ATL-DCMS v 1.0.0 can actively contribute to business competitiveness.
Document Identification
ATL-DCMS v 1.0.0 supports barcode, QR-code and RFID also if physical identification of the documents is required.
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