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Document Tracking Software

An effective document tracking software allows organizations to monitor, update, and review their documents with accurate version control

Document Tracking Software
Document Tracking Software
Document Management System Video

Necessity of Document Tracking System

A Document Tracking System is a critical necessity in the modern digital age due to the escalating volume of digital documents and the need for efficient Document Management Solutions. This system is indispensable for several reasons.

A Document Tracking System optimizes efficiency by simplifying the document creation, storage, retrieval, and sharing process. It eliminates the laborious and error-prone process of manually searching for documents, ultimately leading to better productivity and reduced operational expenses.

Document tracking systems also provide heightened security for online documents. They enable organizations to monitor online documents within the document tracking system that accesses, edits, or shares documents, which is vital for safeguarding sensitive information and maintaining data integrity. Compliance with regulatory requirements is another compelling reason for implementing such a system. Document tracking helps organizations meet legal and industry-specific standards by meticulously keeping document revisions, access, and version control records.

A Document Tracking System instills accountability within an organization, ensuring that individuals are responsible for document-related tasks. It offers a robust audit trail for document changes and access, which is invaluable for auditing, legal, and quality control purposes.

A well-implemented Document Tracking System is indispensable for organizations seeking to operate efficiently, securely, and in compliance with the laws and standards governing their industry.

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Use of Document Tracking System

Use of Document Tracking System

A Document Tracking System is used to:

  • Monitor document access and changes
  • Keep track of document versions
  • Automate document workflows
  • Assign and manage document-related tasks
  • Enhance document security
  • Ensure compliance with regulations
  • Improve document retrieval and access

Features of CQ’s Document Tracking System Software

CQ’s Document Tracking System Software is a cloud-based system that acts as a single source of truth across locations for effectively tracking and monitoring all internal documents. Here are some of the features of the solution.

  • Supports the entire organization, including document coordinators, HR and training managers, document owners, CIOs, and operations teams.
  • Automatic revision tracking is enforced to monitor obsolescence rules, identify changes, and speed the review/approval process.
  • Integrated change management to seamlessly manage change requests and reviews.
  • Enterprise-grade security to protect documents for access and control that can be customized to meet internal company policies.
  • Mobile access supports business continuity as users can access all documents anywhere, anytime.
Document Tracking System Software Features
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Steps to Set up Document Tracking System

To set up a Document Tracking System (DTS), follow these ten steps.

Steps to Set up Document Tracking System

  • Assessment of Document Management Needs

    • Begin by assessing your organization's specific document management needs, including the types of documents, volume, and workflows.
    • Identify key stakeholders and gather their input to understand their requirements.

  • Select the Right DTS Software

    • Research and choose a Document Tracking System software that aligns with your organization's needs, budget, and technical infrastructure.
    • Ensure the software offers features like version control, access control, audit trails, and workflow automation.

  • Data Migration and Document Import

    • If you have existing documents, migrate them into the DTS. This may involve scanning paper documents and importing digital files.
    • Ensure data accuracy and integrity during the migration process.

  • Configuration and Customization

    • Set up the DTS according to your organization's specific requirements.
    • Configure access permissions, user roles, and document categories.
    • Customize the software to match your workflow processes.

  • User Training

    • Provide comprehensive training to your employees on how to use the DTS effectively.
    • Ensure they understand how to access, edit, and track documents within the system.

  • Testing

    • Before rolling out the system to the entire organization, conduct thorough testing to identify and rectify any issues or inconsistencies.
    • Test different scenarios and workflows to ensure the system functions as expected.

  • Rollout and Deployment

    • Once testing is successful, deploy the DTS across the organization.
    • Communicate the changes and provide support to users during the transition.

  • Monitoring and Maintenance

    • Continuously monitor the DTS to ensure it functions smoothly.
    • Regularly update and maintain the system to address issues, apply software updates, and enhance its performance.

  • User Feedback and Improvements

    • Encourage user feedback and make continuous improvements based on their experiences and suggestions.
    • Adapt the system to evolving organizational needs and changes.

  • Documentation and Policies

    Create documentation and policies for DTS usage, including access guidelines, version control procedures, and document tracking best practices.

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Best way to track Documents using Document Tracking Software

The best way to track documents using Document Tracking Software involves a systematic and secure approach to document management. Here are key steps to effectively track documents:

Categorization of Documents

Document Categorization

Organize documents into categories or folders based on content, department, or purpose. Clear categorization makes it easier to locate and track documents.

Controlling Different Versions

Version Control

mplement a version control system to manage revisions and changes. Ensure the software tracks and labels different document versions, allowing users to revert to or compare previous versions.

Controlling Different Access

Access Controls

Assign access permissions and roles to control who can view, edit, or delete documents. This ensures security and compliance with data privacy regulations.

Auditing

Audit Trails

Enable audit trails that record all document-related activities, including who accessed the document, made changes, and when these actions occurred. This feature provides accountability and transparency.

Automation of Workflow

Workflow Automation

Use the software to automate document-related workflows. Assign tasks, set deadlines, and trigger notifications for approvals and reviews.

Integrating

Integration

Integrate the document tracking software with other tools and platforms, such as email or cloud storage services, to facilitate seamless document management and tracking.

Training of Users

User Training

Train users on properly using the document tracking software. This ensures that all team members can maximize its capabilities.

Montinor and Review

Regular Monitoring and Review

Continuously monitor the system to ensure it effectively tracks documents. Regularly review access logs and audit trails to maintain data security and compliance.

  • Categorization of Documents

    Document Categorization

    Organize documents into categories or folders based on content, department, or purpose. Clear categorization makes it easier to locate and track documents.

  • Controlling Different Versions

    Version Control

    Implement a version control system to manage revisions and changes. Ensure the software tracks and labels different document versions, allowing users to revert to or compare previous versions.

  • Controlling Different Access

    Access Controls

    Assign access permissions and roles to control who can view, edit, or delete documents. This ensures security and compliance with data privacy regulations.

  • Auditing

    Audit Trails

    Enable audit trails that record all document-related activities, including who accessed the document, made changes, and when these actions occurred. This feature provides accountability and transparency.

  • Automation of Workflow

    Workflow Automation

    Use the software to automate document-related workflows. Assign tasks, set deadlines, and trigger notifications for approvals and reviews.

  • Integrating

    Integration

    Integrate the document tracking software with other tools and platforms, such as email or cloud storage services, to facilitate seamless document management and tracking.

  • Trainning of Users

    User Training

    Train users on properly using the document tracking software. This ensures that all team members can maximize its capabilities.

  • Monitoring and Reviewing

    Regular Monitoring and Review

    Continuously monitor the system to ensure it effectively tracks documents. Regularly review access logs and audit trails to maintain data security and compliance.

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

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Difference between a Document Management System and a Document Tracking System

Difference between a Document Management System and a Document Tracking System

While both Document Management System (DMS) and a Document Tracking System (DTS) are two important pillars to effective document handling, each has their own purposes within document management.

  • Document Management System (DMS): A Document Management System primarily focuses on an organization's comprehensive lifecycle of documents. Its primary functions include document creation, storage, organization, retrieval, and sharing. DMS ensures that documents are efficiently archived, searchable, and accessible to authorized users. It emphasizes collaboration and version control, making it easy for multiple users to work on and edit documents simultaneously. A DMS often includes document creation and editing tools, workflow automation, and advanced categorization capabilities. It offers a holistic approach to document management, addressing document creation, storage, and retrieval in a user-friendly interface.
  • Document Tracking System (DTS): DOn the other hand, a Document Tracking System is a more specialized system focused primarily on monitoring and tracking document-related activities. It enhances document security and ensures compliance through rigorous tracking and auditing of document access, changes, and approvals. DTS streamlines workflows by assigning responsibilities for document-related actions and automating task notifications. It is particularly useful for tracking document versions and monitoring user interactions with documents. DTS does not typically include features for document creation or extensive editing; its strength lies in its ability to enforce access controls, track changes, and manage document-related tasks efficiently.

Take control of your documents with our cutting-edge tracking software. Say goodbye to lost files and endless searching. Try our document tracking software today and experience efficient document management like never before!

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