Mastering Document Control: A Definitive Guide for Efficient Information Management

Mastering Document Control: A Definitive Guide for Efficient Information ManagementEvery organization needs to maintain the integrity of its documents for better data security, governance, identification, and validation. Yet, up to 46% of employees say finding the documents they need for work is challenging and time-consuming.

It’s such cases that necessitate the need for proper document control, which is basically a set of practices for ensuring seamless document creation, review, distribution, and disposal. This way, organizations can ensure the traceability and accessibility of vital data.

Document management has come a long way, from file cabinets, electronic document management (EDM), PC to cloud solutions and smart devices. This has been imperative to build agile and future-proof processes, but businesses can do more with document control.

Fundamentals of Document Control

Organizations create documents daily to define specifications, provide directions, give instructions, share new ideas, and other purposes. In most cases, they generate these documents in ad-hoc environments with no clear guidelines on their use, access and storage.

This casual, undisciplined approach overlooks the importance of the long-term value of business documents. While documents may seem irrelevant individually, they form a significant part of business intelligence when carefully stored, curated, and organized over time.

Consequently, organizations should implement the principles of document control, while taking into account its key components, including creation, collaboration, access control, compliance, recovery, and transparency. This is vital to protect a company’s ideas, assets, goals, etc.

The implementation becomes effortless with a document control policy. The policy determines the type of documents to be created, when to generate them, what data to include, how to review and approve them, and how to handle disposal. As a result, this enables a streamlined flow and hierarchy for seamless document management.

Document Control Process

Every organization must have a defined process for creating, approving, updating, amending, publishing, sharing, and deleting documents. Here is what the process entails:

  1. Creation and Generation of Documents: You must define who creates and how to generate documents. It’s also vital to give guidelines on when to create them, formatting, and the naming conventions to use.
  2. Review and Approval of Documents: This provides document approval guidelines, who approves them, and how to record approvals. More importantly, this step highlights the criteria for document approval.
  3. Distribution and Access Control: After approval, there must be procedures on how and where to publish documents and who can access it. Each document is unique, so it can be available internally or externally, have security limitations, etc.
  4. Monitoring and Reporting: Once a document is approved and distributed or published, it’s vital to have a system in place for monitoring access, edits, use, updates, etc. Periodical reports should also help to give better insights into the use of the document.
  5. Document Retrieval and Archiving: This step is vital to determine when and how to archive published documents. In the event they’re needed, there should be procedures for retrieving them, too.
  6. Document Revision and Obsolete Management: Document revision and obsoleting are determined by different factors, such as date/duration, change or end of a process, etc. Regardless, your policy must spell out when to revise or obsolete documents.

With such a process in place, an organization can derive value from each document it creates, while ensuring data security, compliance, and governance. It helps to ensure employees use the right document and data for a particular task or project at any given time.

Challenges and Solutions in Document Control

Recognizing and acknowledging challenges in document control is key to seamless document management. More importantly, it’s a crucial step toward finding effective and long-term solutions to ensure business efficiency, continuity, and productivity.

Common Challenges in Document Control

Here are the typical challenges that most organizations experience:

Document Duplication and Version Confusion

Most organizations lack streamlined naming conventions and central database systems. This increases the risk of document duplication, resulting in different versions. Also, failing to determine who, when, and why to create documents results in such challenges, too.

Lack of Document Visibility and Control

The typical culprit for this is the lack of an electronic document management system (EDMS). This results in disconnected and disparate processes, with documents scattered in emails, hard drives, computers, hard copies, etc., denying companies better visibility and control.

Inefficient Document Retrieval and Archiving

This is the result of different factors, including a poor naming system, failure to use EDMS, and lack of document control procedures. This complicates document tracking for efficient archival or retrieval.

Difficulty in Ensuring Compliance and Auditability

Compliance audits require significant company and process documentation. Unfortunately, manual processes, poor version control, and lack of access controls complicate compliance and auditability. This increases the risk of fines and penalties.

Solutions for Effective Document Control

Regardless of your document control challenges, there are solutions that streamline your process, deliver visibility, and give you control of every aspect of your document management.

Automation of Document Control Processes

One such solution is document automation, which allows you to bring order to chaos, connect disparate systems, eliminate manual repetitive tasks, and provide secure access. Implementing this solution demands investing in the right automation system.

The ideal system should allow you to create, approve, edit, review, and distribute documents. It should support automated workflows, compliance management, collaboration, data security, reporting, and user accessibility. More importantly, it must be easy to implement and must adapt to your workflows.

Integration of Document Control Tools

The truth is, there’s no one-size-fits-all automation solution. If you want such a solution, you’ll need to build one from scratch, which can be costly to develop and manage. Plus, it will make it difficult to work with clients and partners that use other solutions.

Instead, it’s advisable to pick a platform-agnostic and scalable solution that supports a host of integrations and web services, such as CRM, CMS, ERP, etc. Integrations allow you to avoid paying for costly features or investing in expensive modifications.

Ensure Effective Document Control

Document control is vital, especially for industries where accuracy and precision are necessary, such as engineering, construction, architecture, and manufacturing. It’s also a standard of quality management under International Organization for Standardization (ISO) 9001.

As such, if your processes rely heavily on documentation, it’s vital to implement a solution that automates your processes. The right system should allow for seamless creation, review, approval, archival, retrieval, and disposal.

At Docmo, we offer a non-code, AI-enable solution for optimal document control, allowing for efficient creation, formatting, governance, reporting, review, and approval. Our software is platform-agnostic, making it easy to use integrations to support your workflows.

Contact us today to learn how our solution can streamline document control processes.


Document Workflow Automation: Streamlining Processes for Improved Efficiency

Document Workflow Automation: Streamlining Processes for Improved Efficiency

A Zapier report revealed that up to 94% of small businesses experience time-consuming and repetitive tasks in their everyday operations. This results in reduced productivity, increased costs, and inefficient processes, impacting their bottom lines.

In today’s digital age, technology drives real change, delivering innovative solutions for any business process or task. Implementing tech solutions can reinvent and refine your processes if you’re struggling with storing, sharing, editing, categorizing, and managing documents.

In this case, you’ll need to invest in document workflow automation to improve your document generation and management. This post will help you learn how to streamline your processes with document workflow automation.

What is Document Workflow Automation?

Document workflow automation is the process of automating steps or tasks involved in creating and managing documents. This entails investing in a workflow automation solution that offers different capabilities, such as collaboration, integration, drag & drop, etc.

Workflow automation streamlines your operations and eliminates error-prone processes, saving you time, improving document quality, and ensuring compliance. Given such benefits, you should invest in a solution that’s easy to implement and use within your business.

Types of Document Workflow Automation 

There are two types of document workflow automation solutions: Low-code and no-code. You can pick your preferred solution based on your preferences, needs, and workflows.

Low-code tools require users to have some coding knowledge for successful implementation. They offer graphical interfaces to support citizen development, making them simpler than traditional tools. Still, you can hire a developer to implement the solution.

On the other hand, no-code workflow automation tools are deployable without needing to write a single line of code. The automation process of these tools might not need the expertise of developers or IT teams. Docmo is an excellent example of such tools.

Steps in Document Workflow Automation

The implementation of workflow automation tools depends on your needs and everyday processes. It is also easier if you have a workflow in place. Here are the general steps you can take:

  1. Review your current processes: Look into your existing processes to identify your essential tasks, stakeholders, and conditions & rules. Identify all your data sources, like apps, CRMs, etc., and your typical input and output formats.
  2. Create templates: Document generation using software requires templates, and you can create one using Microsoft Word. The templates should feature placeholders, fields, and tags depending on your desired format.
  3. Define users and roles: Effective collaboration in document generation and management requires well-defined users and roles. For example, you need to define access levels, which determine a user’s ability to edit documents, delete templates, etc.
  4. Choose the right tool: Once you have established the basics, you’ll need to select the ideal document workflow automation tool. Opt for a solution that’s easy to implement and use. Be sure to compare the features and pricing of different tools.

The process doesn’t end with picking the ideal automation tool. You’ll need to implement and test it to ensure your workflow is seamless and efficient. Remember to measure performance based on time savings, workload, cost, customer satisfaction, and productivity.

Still, you can define your parameters for success to determine whether the tool is helpful in your organization.

How Docmo Can Automate Your Document Workflows

If you’re looking for a document workflow automation tool, Docmo is an excellent choice. It’s a highly configurable no-code system that uses AI to create documents. Docmo is designed for the Microsoft environment, allowing you to produce content in Word, .pdf, Excel, and Outlook.

With Docmo, you can automate complex workflows with no code, especially if you have slow, inconsistent, and disorganized workflows. It supports different data sources, including web apps, databases, Excel, and Word.

You need to install it on your computer and work within the Microsoft environment to produce documents. Then add your data into Excel — it can be 3 or 120 items. Docmo generates your report in minutes, automatically creating sections for each item to ensure clean formatting.


What are the benefits and advantages of document workflow automation?

The benefits of document workflow automation include increased productivity, saving time and resources, enhanced customer experience, better transparency and compliance, decreased costs, and seamless processes.

How do I implement document workflow automation in my organization?  

You can start implementing document workflow automation by reviewing your existing workflows, identifying your primary documents, creating templates for your documents, and selecting the ideal automation solution.

What are the best practices for document workflow automation? 

The best practices include creating templates for your typical documents, having a written or visual workflow plan, planning for failures and bottlenecks, assigning roles and defining user responsibilities, and prescribing rules for each workflow process.

Improve Efficiency with Document Workflow Automation

Documents remain crucial in everyday business processes, whether you create reports, proposals, agreements, or contracts. They help share information, support collaboration, promote safety, provide a reference point, etc.


Creating and managing documents doesn’t need to be an arduous process or involve manual operations. Instead, you can simplify the task with document workflow automation, which allows you to create high-quality documents in minutes using predefined parameters and templates.


Docmo is an ideal solution for document generation and workflow automation. It’s a no-code solution that lets you create documents and reports using Excel and Word. It supports different data sources like web apps and databases and delivers quality, well-formatted docs in minutes.

Contact us today to learn how Docmo can bring efficiency to your business.


What is Automated Decision-Making: An In-Depth Guide

What is Automated Decision-Making: An In-Depth Guide

According to Gartner, 80% of executives believe it’s possible to apply automation to any business decision. As technological innovations such as Artificial Intelligence (AI) and Machine Learning (ML) evolve, new applications emerge, impacting every business process.

Also known as decision automation, automated decision-making (ADM) involves using big data, machines, and algorithms to make decisions. The process eliminates the need for human involvement, simplifying and expediting decisions to arrive at any conclusion.

ADM automatically collects and processes data to make decisions — this allows businesses to scale faster and reduce mistakes in workflows. This post will cover automated decision-making and how it can benefit your business.

Importance of Automated Decision-Making

Typical business processes are marred with errors, inconsistency, and disorganization. They also tend to be costly and time-consuming. Automation changes this, allowing you to take advantage of AI and data to simplify decision-making and reap different benefits, including:

  • Error-free decisions: As AI feeds on more data, it learns different concepts and theories like humans. Hence, it can self-correct and make informed, error-free decisions without human supervision. Plus, it makes decisions without emotional bias.
  • Increased compliance: Ensuring compliance is vital in any business process. ADM makes this easy with better definitions and comprehension of existing regulations. With adequate training on your operations and industry requirements, ADM will likely improve your business’s compliance.
  • Better utilization of human resources: ADM reduces the need for humans in decision-making processes, freeing them up to take on other organizational responsibilities.

Decision automation is the future of many industries, including healthcare, finance, marketing, customer service, and insurance. While it cannot completely replace humans, it takes care of the heavy lifting, speeding up decisions, and simplifying processes.

How It Differs from Traditional Decision-Making

Traditional decision-making involves many parts and depends entirely on human effort to make judgments and conclusions. It also picks the most sensible and logical alternative, which might have a short-term effect.

In human decision-making, the possibility of error increases with the increase in data. Plus, as the volume of data grows, performance deteriorates. More importantly, employees may waste too much time on repetitive, low-value activities with little bearing on the outcomes.

Automated decision-making takes a different approach. It transforms the traditional process with big data and the right automation solution. The tool processes and analyzes massive volumes of data in minutes to deliver valuable insights and long-term decisions.

ADM also centralizes everything in one platform, allowing you to monitor the process in real time. It taps into data from different sources, making it easy to make sound, informed decisions without errors or human bias.

How Docmo Is Using Automated Decision-Making in Its Processes

Decision intelligence has become crucial in almost every task, including document generation. Docmo leverages this exceptional capability to generate reports and documents within minutes, enabling businesses to streamline processes and enhance efficiency.

The no-code system uses data from different sources like Excel, Word, databases, and web apps to produce custom reports. It leverages simple AI to create beautifully formatted reports while adding images, sections, and custom charts to the report.

Docmo automates complex workflows and uses dynamic content to simplify processes and decisions in document creation. You can explore the tool to see how it uses decision-making AI to ensure intelligent workflows, filesystem automation, and centralized content management.


What industries use automated decision-making the most?

Industries that use automated decision-making the most include finance, insurance, automotive, construction, healthcare, education, and marketing. ADM can be helpful when large volumes of data need to be analyzed to make decisions.

What are the benefits of using automated decision-making?

Automated decision-making leads to quicker and more consistent decisions, time savings, better productivity, efficient processes, and improved compliance. It reduces human involvement in processes, leading to error-free decisions and better quality control.

In what fields is automated decision-making used?

Automated decision-making is applicable to different fields, including law, employment, education, health, business, media, administration, entertainment, research, and transport. ADM helps to digitize processes and scale knowledge to simplify everyday operations.

Is automated decision-making better than human decision-making?

Automated decision-making is faster and more consistent than human decision-making. ADM processes large volumes of data faster and features a fixed scheme for making decisions without bias. Still, human input is invaluable in delivering “natural” perspectives and addressing ethical considerations.

Improve Decision-Making in Document Creation

Today’s business landscape is technology-driven, as businesses aim to cut operational costs, gain a competitive advantage, and ensure operational agility. They’ve adopted solutions like AI and ML to digitize and automate various processes and tasks like decision-making.

Additionally, businesses collect large volumes of data, which can offer actionable insights when analyzed, leading to better decisions. With the right automation solution, you can even simplify decision-making, eliminating human involvement and ensuring error-free, non-biased decisions.

At Docmo, we offer an innovative solution that simplifies document creation and management. It leverages decision-making AI to generate reports and documents faster, allowing your business to make decisions quickly and ensure maximum productivity.

Contact us today to learn more about our solution and how it can improve your decision-making processes.