Document control is an aspect of conducting business that in 90% of businesses simply falls through the cracks. How documents are circulated, in what order are they circulated, to whom are they circulated? What is the organizing principle behind any filing system used by the company? Has any thought been given to the archiving of certain records and documents? How are documents quality checked for accuracy? All of these questions have to do with document control. They also have a tremendous impact on the efficiency and ultimate success of a business. A business’ documents are the record of its actions. They are the means by which every other business, government agency, or court will determine whether or not some particular thing has or has not been done. Accordingly, how the documents that are generated in the normal course of business are controlled, maintained, checked, stored, and ultimately archived is crucial to the long term success of any business.
An analysis of how documents are generated, circulated, and maintained within the company can reveal whether or not the information they contain is being used by the company efficiently. That level of efficiency is a point of departure for success in operating other phases of the company as well. For example, any documents having to do with purchases by the company cannot be used to accurately claim deductions during tax preparation or audit procedures, whether these are internal or conducted by an outside agency. Inventory reconciliation cannot be done with any degree of accuracy without a record keeping system that accounts for not only the purchase of that inventory, but also its assignment and use in the course of service-related actions by the company.