Document control is the process of ensuring that organizations realize value from documents without being exposed to unnecessary risks. This can include processes, policy, metadata and toolsets such as document management systems designed to make documents secure, available and useful. The following are common document control functions.
Version ControlPolicies and tools for implementing a system of version numbers for documents. Typically all versions of documents are retained with metadata such as a document description.
Change TrackingPolicies and tools for tracking change to a document. For example, a change history table within a document itself.
Document TrackingTools for tracking access, updates, deletions, sharing and other document related events.
Reviews & ApprovalsProcesses, policies and tools for reviews and approvals of documents. Keeping a record of who has accessed or changed documents together with security information such as their user id and IP address.
Structure & OrganizationThe structural design of shared document environments. For example, being able to view documents by customer, project and team in a clear and concise information structure.
SharingProcesses, policies and tools for distribution of documents to internal and external stakeholders.
Document LifecycleThe process of capturing, reviewing, maintaining and disposing of documents.Compliance to the law in areas such as privacy and retention of information.
Information SecurityInformation security is a primary concern in the control of documents. For example, selection of tools and design of distribution policy may be primarily focused on preventing a data breach.
This is the complete list of articles we have written about information science.
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The planning, operation and control of information acquisition, custodianship and disposition.
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