Use active directory to sync users and groups
Syncing your users and groups through active directory is a great way to keep everything up-to-date.
Each software operates a little differently, so look for tools that allow you to sync via active directory. That way, you can set your security and document controls on a group and role level and individual users will receive and lose access based on their active directory status.
It’s one more way to leverage document control software to automate processes so you spend less time managing permissions and more time on the things that matter to you.
Use a secure system to store all your documents
Information security tops the list of concerns when using a document control system, especially for those documents containing sensitive data. As mentioned above, your system should be able to restrict document access so only certain employees can open and read certain documents.
Beyond this, your document control system should also use one central, secure, password-protected repository to store all documents.
A document control software like PowerDMS can do all of this and more with customizable security settings. You can control who has access to documents and track and manage who has viewed them, whether you need controls on individual employees, departments, or other configurations.
Our robust solution manages the document lifecycle, drives accountability, tracks revisions easily, and provides secure on-the-go access, giving you the security you need to protect your digital business assets.
Track all activities for compliance
As part of that control process, you want an activity log and/or document history to track what has changed, by whom, and when – crucial for being able to report on these for compliance. Why? Because, for some documents, you want to be able to track who has seen and acknowledged the contents for risk management and compliance purposes.
You need to be able to easily track your documents, manage where they are in their life cycle, and identify whether they are active, archived, or ready to be eliminated. This is especially important for your high-liability content, so make sure you meet document control requirements to avoid penalties and fines.
Again, this is a key area where PowerDMS can help, as it allows you to do all of this right from our robust platform.
As you can see, a good document control system goes way beyond just organizing your files. By choosing a robust document control software and incorporating the above best practices, you will boost your organization’s performance and efficiency in a sustainable, scalable manner. This all goes a long way to reducing risk and achieving compliance.