Document Control Software

Document Control Software

What is Document Control Software?

Document control systems help organizations enhance organizational structure of digital files, improve collaboration, increase document-centric workflow efficiency, advance security, and meet compliance requirements. A document control system helps users manage their digital documents while complying with standards and regulations such as NIST, ISO9001, FDA, ITAR, and DFARS requirements.

Document control software can automate your critical document-centric processes, including workflows, transmittals, approvals, and redlining (markups). Paperless document control software enables users to control document procedures and lifecycle requirements electronically, using a web-based approach.

Single Source Document Control Software

Document control software comes in all shapes and sizes; however, eQuorum’s document control solutions are both affordable and have robust functionality. The use of multiple document management solutions can become complicated and expensive, which is why eQuorum has designed systems dedicated to helping companies manage engineering and document-centric processes within a single, comprehensive software solution.

The ImageSite Suite of products is commercial off-the-shelf software (COTS) that is comprehensive and configurable. It is similar to custom document control software, yet doesn’t include the cost or hassle that comes with internally-built systems.

Who Needs Document Control Software?

Document control systems are essential for engineering, manufacturing, utilities, and construction companies, and for organizations managing facilities across a variety of industries. ImageSite and Engine-Box (the Cloud version of ImageSite) provide features and functionality specifically designed for engineers and collaborators across teams, departments, locations, and organizations. Any organization using digital files and having workflows that include, or rely upon, documents can benefit from a formalized document control system.

Improve Document Security

Engineering-based organizations need to keep tight control of documents to ensure only authorized versions are used in processes by authorized users, which is why ImageSite includes functions such as access control, digital signatures, and capability permissioning. Security is the number one reason companies are implementing formal document control systems to manage their intellectual property (IP) and attempted to prevent malicious access to their files. Implementing the wrong engineering document control system can seriously jeopardize the security of a company's IP.

Read More: Security and Access Control

Maintain Control Over Document Versioning

ImageSite and Engine-Box automatically control document version numbers as a drawing or document is revised and reenters the system. Organizations can organize documents in the system based on their preferential versioning schemes, allowing them to create a single source of truth for workers. The system also enables users to check out and check-in documents to ensure no edits are duplicative, reducing confusion and rework. Version control integrates seamlessly with ImageSite’s Workflow+ module, while keeping audit trails of document actions for historical record and analysis.

Read More: Version Control Software

Automate Document Workflows

Companies can save time and money and improve customer satisfaction by automating document actions using a workflow developed in one of the industry’s most versatile workflow tools (the Workflow+ module). eQuorum’s software manages organizations' critical review processes by allowing administrators to define workflows as a series of steps with integrated review and approval functionality and associated electronic notifications, displayed using an easy-to-interpret graphical workflow map.

Read More: Workflow Management Software

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Replaces inadequate Windows and shared networked drives for storing and managing controlled documents

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Tight control of who can put data into the document control system and who can access or modify the data at the project, folder, file, user or metadata level

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Maintain file retention and archive schedules for records management

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Ensure files sent out with transmittals are never deleted or changed

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Easy and widespread access to the broader organization for searching, viewing, revising and collaborating, all in a single viewer

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View released and in-design CAD files without needing additional CAD licenses

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Keep back revisions of all changes to files for the life of the drawing/document

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Assign digital signatures to prevent changes to documents, even when distributed to external parties.

eQuorum

eQuorum specializes in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.

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