Every organization deals with documents. Not just documents created within your company, but also those that come in through a variety of channels, such as email and post. Then your employees copy, edit, search, archive and distribute them. We make sure you maintain an overview and structure so that every employee in your organization can easily find the latest version of every document.
The Document Manager is part of Information Management and is responsible for all general activities of the documentation department within your organization. He works with various departments to manage the document flow and ensure accessibility.
A Document Manager leads documentation projects, develops standardized procedures, templates and methods, edits projects and authorizes final approvals. He also establishes key criteria and manages workflows, tracks project milestones and ensures goals stay within budget and deadline.
With document management, we help your organization keep the flow of documents organized. This starts with identifying your exact needs. Based on this we can:
We then set up your electronic document management system (EDMS) to your exact requirements. This EDMS supports you in structuring your document flow. Your documents are clearly managed and you always have the most up-to-date version available.
Document control ensures organised, controlled handling of information within your organisation. The document controller is the person of trust within your organisation, advising end-users and supporting project teams. He is always accessible to employees who need him. Moreover, he is always up-to-date and compliant with all regulations and standards.
The document controller’s main responsibilities are:
This is how we ensure the integrity, confidentiality and availability of all data and information at all times. Document Control is therefore crucial in increasing productivity, quality management and regulatory compliance within your organisation.
We set up a professional project administration in which all documents are systematically managed, organised, controlled and archived. Clear workflows are crucial herein. This ensures certain structure, consistency and control. Workflows contribute to efficient project administration in the following ways:
Using a structured approach, we manage all documentation within your organisation. By following a number of set steps, all employees know exactly how to create, organise and store them. This way, they are handled in a uniform way so they are always easy to find.
Using a few carefully selected metadata (keywords), documentation is validated, stored and managed. On this basis, you link the right data to an object and this helps you search, filter and group documentation.
In workflows, we also define the steps to revise and approve documents. In this way, they are systematically checked for accuracy and completeness before being finalised. This structured approval process ensures that all stakeholders are involved in the process. This drastically increases the quality.
Thanks to workflows, we keep track of every change. And thanks to version control, everyone always has access to the most up-to-date version. Earlier versions are retained as references. This avoids employees working on the basis of outdated information.
With clear workflows, we make project administration not only manageable, but also efficient and, above all, reliable. This way, we implement structure in the complexity of document management so that important information is always available.
Depending on your organisation and wishes, we can also take care of project administration by loading all documents into your EDMS, adding the necessary metadata. This way, all documents comply with your EDMS indexing without you having to worry about it.
Eqibim ensures that document management within your organisation functions in a structured and thorough manner according to the agreed procedures. Want to know more about how we approach this? Then contact us directly.
The key to success is to make the knowledge within your company traceable.