The Definitive Guide to

Document Control and

Document Management

Optimising the world's most

complex projects & operations. assai-software.com
 Optimising the world's most
complex projects & operations

Assai manages all documentation for Projects and

Operations across industries such as Renewable
Energy, Oil and Gas, Utilities, Transportation and
Mining.

With over 32 years of experience, we pride

ourselves on our knowledge and ability to deliver
the best-integrated document control and
management system currently available, allowing
you to focus on your core business.

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 Introduction
The effective management and control of documents is crucial for any
organization looking to operate efficiently and achieve its goals. Document
control and document management are two related but distinct processes
that ensure the accuracy, consistency, and accessibility of an organization's
documents. In this whitepaper, we will explore the definitions and differences
between document control and document management, the benefits of
implementing effective processes for both, and best practices for achieving
success in document control and document management. This guide aims to
provide a comprehensive overview of these important topics and serve as a
definitive resource for organizations looking to improve their document
management and control processes.

Table of Contents
What are document control and document management? 4

Combining Document Control and Document Management 6

Document control processes 7

Document management processes 9

Best practices 11

Summary 12

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 What is document control and what
is document management?

Definitions & Differences

Document control and document management are important processes that

are used to ensure the reliability and accessibility of an organization's
documents.

Document Control
Document control is the process of
creating, reviewing, approving,
distributing, and storing documents,
and tracking and reporting changes to
those documents. The purpose of
document control is to maintain the
accuracy and integrity of an
organization's documents and ensure
they are up-to-date. This process is
often used to ensure compliance with
regulatory or industry standards, and
to provide a clear audit trail of changes
to a document over time. Examples of
documents that are typically subject to
document control processes include
policies and procedures, work
instructions, and technical drawings.

Document Management
Document management, on the other hand, is focused on the organization,
storage, and retrieval of documents. This process includes developing systems
and processes for organizing, categorizing, and indexing documents, as well as
using technology such as document management software to facilitate these
tasks. The goal of document management is to make it easy to locate and
access documents when they are needed. This can be especially important in
organizations with large numbers of documents or where documents are used
across multiple departments or locations.

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While both of them are important and
beneficial, not every industry or
organization will have the same level of
requirement for document control or
document management. It's not just
about need but also the scalability and
practicality of the processes based on
the organization's size and nature of its
business operation. For some it might
be easier to manage and control with
few employees and documents, for
others it might be necessary to have
more detailed and formalized
processes.
Combining Document Control and
Document Management
Document control and document management are closely related processes,
and they are often included in the same software package. Many document
management software systems also include features for document control,
such as version control, change tracking, and electronic approvals.

This type of software, often known as Enterprise Content Management (ECM)

or Document Management System (DMS), typically provide a centralized
location for storing and managing documents. This can include features for
organizing and categorizing documents, as well as tools for searching and
retrieving documents. Some of the common functionalities include document
version control, access control, version history, workflow and approval process,
audit trail, and many more.

Having both document control and document management functionalities in

the same software can provide many benefits. It can help to streamline
processes and reduce the need to switch between different software
applications. It can also help to ensure that all stakeholders have access to the
most up-to-date versions of documents, which is particularly important when
working on complex projects with multiple teams and stakeholders.
 Document
Control
processes and
critical steps

The process of controlling documents involves several critical steps to ensure

the accuracy and consistency of an organization's documents. These steps
include:

1. Identifying the need for a new document or updating an existing one.

2. Creating or updating the document using relevant templates and
guidelines.
3. Reviewing the document for accuracy and completeness.
4. Obtaining the required approvals for the document.
5. Distributing the document to relevant parties.
6. Storing the document in a secure location like a document management
system.
7. Tracking and reporting any changes to the document.

Each step in the document control process is essential. Identifying the need for
a new document helps to create relevant and necessary documents, saving
time and resources. Using templates and guidelines to create or update the
document ensures consistency and accuracy. Reviewing and approving the
document ensures it meets necessary standards before distribution.
Distributing the document to relevant parties allows everyone to access the
most up-to-date information. Storing the document securely and tracking any
changes maintains its accuracy and accessibility over time.

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 Common challenges in the document control process include incomplete or
inaccurate documents, delays in obtaining approvals, and difficulties tracking
and reporting changes. To overcome these challenges, organizations can
implement robust review and approval processes, use document
management software, and provide training and support to relevant parties.

Assai's Document Control System

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 Document
Management
processes and
critical steps

The document management process involves several steps that are designed
to ensure the organization, storage, and retrieval of an organization's
documents. These steps include:

1. Identify the types of documents that need to be managed.

2. Develop systems and processes for organizing, categorizing, and indexing
documents.
3. Use technology, such as document management software, to facilitate the
organization and storage of documents.
4. Establish procedures for the retrieval and dissemination of documents.
5. Ensure the security and accessibility of documents.

The importance of each step in the document management process cannot

be overstated. Identifying the types of documents that need to be managed
ensures that the organization's document management systems are tailored
to its specific needs. Developing systems and processes for organizing,
categorizing, and indexing documents ensures that documents can be easily
located and accessed when needed. Using technology, such as document
management software, facilitates the organization and storage of documents,
making them more easily accessible. Establishing procedures for the retrieval
and dissemination of documents ensures that the right people have access to
the right documents at the right time. Ensuring the security and accessibility
of documents protects the organization's sensitive information and ensures
that it remains available when needed.

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 Common challenges in the document management process include the
overwhelming volume of documents that need to be managed, difficulty
organizing and categorizing documents, and inadequate security and
accessibility of documents. To overcome these challenges, organizations can
implement robust systems and processes for organizing and categorizing
documents, use document management software to facilitate the storage and
retrieval of documents, and prioritize the security and accessibility of
documents through training and support.

Assai's Document Management System

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 Best practices for document
control and document
management

1
Identifying the specific needs and goals of the organization
when developing document control and document
management processes. This helps to ensure that the
processes are tailored to the organization's specific needs
and are effective in achieving its goals.

2
Using document management software to facilitate the
organization, storage, and retrieval of documents. It is
important to ensure that the software is regularly updated
and maintained to ensure its effectiveness.

3
Prioritizing the security and accessibility of documents. This
may involve establishing procedures for protecting sensitive
information and ensuring that it remains available when
needed.

4
Regularly reviewing and updating document control and
document management processes to ensure that they
continue to meet the changing needs of the organization.
This helps to ensure that the processes remain effective and
efficient over time.

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 Summary
In conclusion, document control and document management
are essential processes for ensuring the accuracy, consistency,
and accessibility of an organization's documents. By
implementing effective document control and document
management processes, organizations can achieve their goals
more efficiently and effectively. This whitepaper has provided a
comprehensive overview of these important topics, including the
definitions and differences between document control and
document management, the steps in each process, and best
practices for achieving success. By following the guidelines
outlined in this whitepaper, organizations can improve their
document control and document management processes and
realize the many benefits of effective document management.

Next

Whitepaper: What to
consider when selecting and
purchasing a Document
Management System (DMS)?

Download now

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 At Assai, we take pride in offering the best
ASSAI’S document control and document
management system for complex projects
DOCUMENT and operations in the market. Assai’s
Document Management system stores all
CONTROL & your items in a central repository equipped
with easy and comprehensive search options
DOCUMENT on metadata and content for documents,
drawings, correspondence, emails, and more.
MANAGEMENT
We offer a system that meets different
SYSTEM industries’ needs, including Oil & Gas,
Renewable Energy, Construction &
Engineering, Transportation, Mining, and
Utilities. Our user-friendly, secure, and
scalable solutions come with expert support
and training. Check it out on our site, and feel
free to book a demo!

Book a demo Get in touch

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Assai Software Services
Parallelweg Oost 13a
4103 NC, Culemborg
The Netherlands
+31 345 516 663
[email protected]
assai-software.com