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Enterprise Document Management

enterprise document management

A Cloud-based Enterprise Document Management Software for a Holistic View and Version Control

enterprise document management

Improve collaboration, productivity, and quality metrics across the enterprise

From supplier contracts to customer complaints, businesses deal with records and documents across every function. As multiple teams need access to the same document, keeping track of the changes can become difficult in a manual or siloed system. Also, for compliance with regulatory requirements, it is essential to have all documents under one system. Enterprise Document Management helps organizations remain compliant, handle all documents in a single system, and interact with other tools and software.

What is Enterprise Document Management?

Enterprise Document Management (EDM) is a strategy implemented to protect and retrieve an organization’s paper and online documents. EDM system helps organizations improve workflow, productivity, and talent retention.

A robust enterprise document management addresses the following criteria:

  • How long the business should retain documents;
  • Where should the documents be stored;
  • How to trace changes made to any of the documents; and
  • How to recover documents in case of a disaster.
what is enterprise document management

How does Enterprise Document Management (EDM) work?

An EDM strategy gives an organization a clear plan for its document management processes. An organization can use this strategy to:

  • standardize how to receive, process, review, store, retrieve, and dispose of documents
  • determine how the business should adjust the process to increase efficiency

The document lifecycle involves several processes, and it can be time-consuming for your resources to just follow up on actions. A Document Management Software automates all the processes, improving your productivity. An EDMS can create a single view of all the documents and provide workflow tools to monitor and control modifications. An EDMS enables businesses to capture a document by either scanning the physical document or downloading the digital version. After scanning or downloading the document, the user can tag and index the document with keywords and metadata to enable users to find them by keyword or full-text search quickly. The Document Management organizes and places the document into a folder that appropriate employees can access. These systems also help ensure compliance by placing permission restrictions on certain documents and providing extra security.

Why should business uses Enterprise Document Management System?

    An EDM system

  • Reduces the need and the associated expenses of physical storage space.
  • Includes a data backup and disaster recovery plan, which provides businesses with a digital backup.
  • Offers centralized storage of all files allowing users to easily find files using a full-text search, anywhere, any time.
  • Can easily integrate with various other applications, including content management systems, Microsoft Office or Salesforce.
  • Can help decrease bottlenecks and maintain an organized workflow through version control and security, thus ensuring an organized workflow.
why business uses enterprise document management system
Control or Mess

Control or Mess – Where’s My Document?

What are the key features and benefits of CQ’s Enterprise Document Management?

Enterprise Document Management allows businesses to scan, store, and retrieve business documents. A robust EDM from ComplianceQuest also has other features such as:

enterprise document management key features and benefits

  • Document classification that enables users to categorize documents with metadata fields

  • Keyword search to increase the findability of content within the DMS

  • Document viewing to see an image of the document without having to install additional software

  • Document editing to edit and create new documents

  • Version control that gives access to all changes that other users make to a document and recover older versions

  • Document sharing with internal or external users

  • Security and audit provide users to control access to documents

  • Document workflows enable administrators to determine the workflow of documents throughout an organization

  • Compliance management to reduce the risk of not meeting HIPAA security and privacy guidelines

What are the two types of the Document Management Systems?

Document management systems can be either on-premises or cloud-based software

on-premises DMS

An on-premises DMS does not rely on the internet and allows users to access all documents without the internet. The businesses are responsible for their own security and to use their own storage and maintenance.

cloud-based DMS

A cloud-based DMS allows businesses to subscribe to a provider for a monthly or an annual fee, which includes maintenance and software updates. Cloud-based DMS users can access the cloud-based system wherever there is the internet and do not need to back up their files as they are automatically saved in the cloud.

disadvantages of paper-based document management system

What are the disadvantages of using a paper-based Document Management System?

  • There is no clear harmonization of centralized content that can be shared across the organization with a clear alignment towards corporate, regional, or even site-level requirements.
  • Lack of digital content access makes employee skilling and re-skilling to maintain sustainability almost impossible.
  • There is risk of employee disengagement and decreased productivity.
  • On-premises DMS involves large upfront costs and yearly software updates expenses.
  • Files in an on-premises DMS are not automatically saved to the cloud, so frequent backup is important.

How Enterprise Document Management (EDM) helps in transforming the documentation process?

  • With a workflow-driven process aided by secure digital capabilities, EDM simplifies creating and updating documents while ensuring the right templates are used.
  • By improving access to the right version of information, businesses can increase operational efficiency while being cost-effective, regardless of the platform.
  • Separate legacy creates document silos. With a cloud-based EDM platform, it’s easy to collaborate and share information using tools such as Microsoft, Google, and BOX.
  • Cloud-based DMS gives all facilities to always have access to the most recent set of approved procedures.
  • EDM helps implement best practices and standardization across the organization while new operations are consistently onboarded.
how EDM helps in transforming the documentation process
2 companies leveraging CQ document management solution case study

Customer Success

Success Story of 2 Companies Leveraging CQ Document Management Solution to Optimize their Business Processes

2 companies leveraging CQ document management solution case study
Read Case Study

How does EDM help in compliance audit?

Having robust Document Management is critical to satisfying quality and regulatory compliance such as ISO 9001 or GxP Standards. EDM helps organizations manage all the documents in the workflows while integrating with other quality processes critical to regulatory compliance, such as registration and surveillance audits, non-conformance, Change Control, CAPA escalations, and customer complaints. As a result, an organization can always be ‘audit ready‘ and ensure compliance to information security and regulatory guidelines, including forced expiration of passwords, multi-password access, digital signature, account and intruder lockout, and audit trail history and record archiving.

How CQ’s EDM compare to others in the industry?

There are two critical aspects to ensure that the document management process is streamlined and efficient. One, there should be storage at scale, and it must be easy for users to search for documents based on the information they are looking for. Two, it must enable ease of collaboration—CQ Document Management to streamline the entire document lifecycle across both regulated and non-regulated content.

The CQ's Document Management Solution is designed to eradicate document silos and offer a single enterprise-wide system. A cloud-based platform makes it easy to collaborate and share information using popular tools such as Google, Microsoft, and BOX when creating, reviewing, and updating documents. All authorized (and authenticated) users in your organization can see changes in real-time and respond instantly with sign-offs and approvals. It is also easy to collaborate across the supply chain by including suppliers and contract manufacturers to get their input on certain documentation and/or keep them in the loop.

Some of the key features of CQ EDM include:

  • Document-based training

    Notify appropriate employees when required training documents are updated. Track engagement to ensure training is completed.

  • Integrated change

    Manage changes requests, reviews, incorporation, and closures. Integrate change management processes seamlessly with document control capabilities.

  • Enterprise-grade security

    Protect your documents with enterprise-grade security for access and controls based on internal company policies.

  • AI-powered search

    Organize all documents and easily search with tagged metadata using integrated AI that provides personalization, natural language, and instant results.

  • Release management

    Release documents either manually or automated by the effective date.

  • Collaboration

    With a cloud-based platform, it’s easy to collaborate and share information using favorite tools such as Microsoft, BOX, and Google when creating, reviewing, and updating documents.

  • Workflow

    Collaborate with colleagues concurrently or sequentially; capture changes/comments as part of document content review workflow.

  • Revision/review

    Automatically track revisions, enforce review periods or obsolescence rules, compare versions visually to easily identify changes, and speed review/approval.

  • Centralized database

    Central repository for storing and organizing all types of documents based on various templates and classification criteria helps eliminate the risk of outdated, manual paper documentation.

CQ Works Great and is a Pleasure to Use

We went live with CQ just a few weeks ago and it works great! We received excellent training and after some playing around and getting used to it we found that it is really easy to use. So far we have implemented Document and Training Management as well as CAPA and both have everything we need right out of the box. After years of cumbersome spreadsheets and databases CQ is a blessing. It makes document management quick and easy… and it’s a pleasure to use.

Helen Cary,
Document Control Specialist

Lin Engineering logo
Lin Engineering logo
why choose cloud-based enterprise document management

Why choose a cloud-based Enterprise Document Management (EDM)?

Taking an electronic approach to document management across the enterprise, businesses will have a central repository to create, modify, review, approve, store, access, organize, and share documents globally in a controlled manner. Organizations can use cloud-based EDM to track each document from origin to obsolescence with analytics, graphical dashboards, integrated collaboration, and workflow tools.

Cloud-based Document Management System offers the following advantages.

  • Efficient storage that helps regulators follow document trail for Change Management as it simplifies storage, retrieval, tracking, as well as archiving and deleting as needed, using a central repository of all documents with proper filing systems.
  • Improved collaboration for remotely located teams as they can access the same documents, make changes, get the changes reviewed and approved, all in one place with a cloud-based document management system.
  • Privacy and security allow users to set access rights as part of a regulatory requirement so that only authorized entities can access the documents.
  • Workflow integration is a great asset when responding to customer queries as other related data can be easily accessed from a centralized location in a timely manner for improved service quality.

Manage your entire Document Management processes with ComplianceQuest’s Enterprise Document Management System to improve workflow, productivity, and talent retention

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Quality-centric Companies Rely on CQ QMS

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Frequently Asked Questions

  • One of the biggest challenges companies face is how to manage the abundance of electronic documents associated with their organization’s processes, products, services, and employees. Document management is a key to digital transformation, as it gives companies better access to data anywhere and improves their efficiency. In this digital world, it is critical to make sure that the right document, in the right version, is shared 100% of the time with the right people.

    To that end, CQ Workforce Digitalization helps lower costs, accelerate document processes, minimize the risk of non-compliance, have better governance, and have greater confidence in being audit-ready.

      The seven stages process

    • Create, Collaborate, Edit Documents

    • Review, Approve Documents

    • Enforce SOP Compliance

    • Competency Training and Tracking

    • Training Assessments and Scoring

    • Learning Content Delivery

    • Employee Portal

    • Document owners can create, update, and collaborate as necessary, focusing on content.

    • Document coordinators can ensure routing, review, and approval are performed efficiently.

    • HR and Training Managers can access updated documents that can be easily integrated into the training process.

    • IT/CIOs can perform document control, compliance, and management needs.

    • Quality/EHS/QHSE Managers can use the system to maintain effective document control for compliance.

    • Production/ Supply Chain/ Operations Teams can easily access up-to-date information anytime, anywhere.

  • A Corporate Document Management System (CDMS) is a centralized digital platform designed to efficiently organize, store, retrieve, and manage a company's vast documents and files. CDMS streamlines document-related processes across an organization, promoting improved accessibility, security, compliance, and collaboration.

    With a Corporate Document Management System, businesses can electronically capture, index, categorize, version-control, and archive documents, making it easier for employees to locate information, ensure document accuracy, and adhere to regulatory requirements.


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