What it really means to digitise policies and processes
So, what does it actually mean to digitise policies and processes? Is it just about scanning documents and storing them online?
The truth is, true digitisation goes far beyond basic document digitisation. It’s about creating a seamless, integrated system that not only makes information accessible but also enhances its functionality, ensuring better compliance, efficiency, and accountability.
This is where Centro’s quality management system becomes invaluable for managing policies and processes. Let’s explore the key elements that make CentroQMS a cornerstone of digital transformation for businesses.
Pillars of ‘true’ digitisation, yes, CentroQMS delivers this!
Version Control
A truly digital system ensures every document has a clear history. CentroQMS’ version control feature eliminates confusion about which version of a policy is the most up-to-date. Users can easily view the change history, track edits, and revert to previous versions if necessary. This ensures consistency and reliability in policy management.Automated Archiving
Traditional systems often rely on manual archiving, which is prone to errors and delays. CentroQMS automates this process, moving outdated documents to an archive while ensuring they remain accessible for reference. Automated archiving helps organisations maintain compliance with regulatory requirements without manual intervention.Approval Processes
Digitisation isn’t complete without robust workflows for approvals. CentroQMS streamlines the approval process with automated workflows, ensuring that the right stakeholders review and approve documents at the right time. Notifications and reminders keep the process moving, reducing bottlenecks and ensuring timely updates.Next Review Dates
Policies and processes require periodic reviews to stay relevant and compliant. CentroQMS allows organisations to set next review dates, automatically sending reminders to relevant personnel when a review is due. This feature ensures nothing slips through the cracks and keeps policies evergreen.Centralised Repository
A true digital transformation eliminates silos. CentroQMS serves as a centralised repository for all policies, processes, and documents. This ensures that every employee can access the latest information from a single, secure location, regardless of their department or location.Comprehensive Document Management
Document management is at the heart of digitisation. CentroQMS offers permission-based access to ensure that documents are easy to find, manage, and share. This reduces time wasted searching for information and enhances overall productivity.Centralised Glossary
Understanding policies and processes often requires clarity on terminology. CentroQMS includes a centralised glossary, providing employees with quick and consistent definitions for key terms. This ensures alignment and reduces confusion across the organisation.Digital Attestation Register
Ensuring compliance often involves verifying that employees have read and understood critical documents. CentroQMS offers a digital attestation register, tracking acknowledgements and ensuring accountability across teams.Advanced Search Functionality
Finding the right document quickly is essential for productivity. CentroQMS’ advanced search functionality supports voice-to-text searches, keyword-based queries, and filters, enabling users to locate documents efficiently and intuitively. This feature saves valuable time and enhances accessibility for all users.Customisable Categories
Organisations have unique needs when it comes to structuring their documents. A quality management system allows for customisable categories, enabling organisations to organise policies and processes in a way that makes the most sense for their teams.Viewing Controls
Sensitive documents require secure handling. CentroQMS provides granular viewing controls, ensuring that only authorised personnel can access specific documents. This enhances security while maintaining accessibility for the right stakeholders.
If your organisation is ready to embrace a truly digital future, explore how CentroQMS can revolutionise the way you manage policies and processes. Move beyond basic digitisation and unlock the full potential of your business.
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