Document Management in the Company: Five Steps to Full Control
Most growing businesses struggle with the same thing. Document lists are maintained in Excel, files are sent as email attachments, and no one knows which version of the procedure applies. Inadequate document management
leads to lost bids, deviation during audit and knowledge that disappears when people leave.
Hva er dokumentstyring?
Document management is the systematic handling of documents from their creation to their retirement. It includes approval, distribution, and revision along the way. The goal is for everyone in the company to work with the correct version of the correct document.
I ISO 9001 kaldes dette «documented information»The concept covers everything the company must control and maintain, from procedures and guidelines to checklists and quality objectives.
What distinguishes document management from regular file storage is version control, approval workflows, document tracking, and access management.
Why is document management important?
Documentation requirements are increasing across all industries. Companies in construction, oil and gas, and manufacturing are feeling this particularly.
Compliance and tender
For businesses that are or wish to become ISO-certified, document management is a fundamental requirement. ISO 9001 requires control over documented information, including version control and approval. Missing
Document management causes deviations during audits.
Equally important: many customers require a documented quality system to assess you as a supplier. Particularly in construction and oil/gas, documentation is a prerequisite for winning tenders. One of our customers put it this way:
«You'll likely have larger clients who see that you have your affairs in order.»
Version control
Without a version control system, companies end up with multiple versions of the same document in circulation. Employees use outdated checklists or incorrect contract templates without realising it. In projects that last
months, documents from the start-up phase can be outdated long before anyone opens them. Document tracking becomes impossible when files live as email attachments.
Knowledge management and efficiency
When documentation isn't systematised, valuable knowledge disappears with employees who leave.
In addition, people spend a surprisingly large amount of time looking for the correct document. Governing documents are scattered, and no one knows where the latest version is. Proper document management solves this by having documents follow the process automatically, instead of lying in a silo waiting for someone to look them up.
Common challenges with document management
The most common method is manual follow-up. Document lists, action sheets, and checklists reside in Excel. This works for ten documents. With a hundred a week, it falls through the cracks. A document controller in oil and gas told us: «We have a manual action sheet where we record what comes in and what goes out. But the follow-up is not effective.»
Then there's the gap between plan and practice. The procedures exist. They're just not followed. It's documented how things should be done, but the implementation looks different. During an audit, this becomes a problem.
The third challenge is accessibility. Employees do not actively go into the quality system to search for procedures. If the document does not appear where the work is done, it will not be used.
And then version control. Without an approval workflow and version management, no one knows if they are working with the latest current document. Everyone has their own copy, and the copies lead their own lives.
These problems are exacerbated in industries with strict documentation requirements. Document management in construction requires traceability across subcontractors, and it is often there that control breaks down.
Wish to know more about how SubseaPartner gains full control of its documentation?
SubseaPartner uses Business Online to manage documentation across oil and gas projects. Read how they gained control of governing documents, version control and quality requirements in an industry where
Documentation is a prerequisite for winning tenders.
Five steps to better document management in the company
Map out what needs to be documented
Identify which processes, decisions, and activities require documentation. Take as a starting point lovgivning, regulativer og branchestandarder. Do you have ISO 9001? Are there specific requirements for what must be
be documented information.
2. Define responsibility and structure
Determine who owns different document types, where they are stored, and how approval should work. Documents without an owner will expire.
3. Choose tools that support the workflow
Cloud-based document management solutions provide version control, access control, and document tracking. The most important thing is that the tool integrates document management into the daily workflow. Documents that exist in a separate system alongside are not used.
4. Build a culture for documentation
Tools alone solve nothing. People must understand why documentation is important and how to use the system. This requires training and clear expectations.
5. Revise regularly
Documents are perishable. Set up regular revisions to keep content up-to-date and meet current documentation requirements. A document management system that is not maintained quickly loses its value.
How document management works in Business Online
Business Online is built on Microsoft 365 and combines document management, quality management, and project execution into one system.
Process diagrams (BPM) provides a visual representation of the company's processes with governing documents linked to each step. Employees don't have to search. Documents appear in the process where they are relevant.
Quality Control Plans (QCP) Let you define checklists for different activities, from onboarding to project execution. The checklists automatically document completion and close the gap between what is planned and what is actually done.
Document Handling with Version Control supports two-stage approval and full version and revision history. You will always find the latest valid version and satisfy the requirements for document management according to ISO 9001.
Summary
Good document management means people find the right document without searching, and that you can demonstrate compliance when customers or auditors ask.
See how document management works in Business Online
We’ll show you how version control, document flow, and revision reminders work in Business Online. 30 minutes, no strings attached.