Web Document Management vs. Web Document Control

To most companies web document management and web document control are one and the same but essentially--when one discovers the gritty truth--the terms actually represent distinct features. To recognize these distinct features may be the first step in recognizing the right web document management solution, web document control solution or both.1

Web Document Management


It may be helpful to think of web document management as primarily concerned with the management of documentation as opposed to web document control, which, as will later be shown, is primarily concerned with the control of those who would--or would try--to manipulate that same documentation. For example, web document management solutions will often include the following features:

• A centralized and web-based archive for storage of documentation;



• Simple or complex search mechanisms;



• Document version control;



• Collaboration facilities;



• Mechanisms for converting hard-copy documentation into digital documentation that can then be stored in a centralized archive;



• Index features;



• Security

Web Document Control


Web document control, as mentioned above, is primarily concerned with the control of those who would manipulate documentation. Referring to the "control of people" however doesn't always evoke the most pleasant of pictures so it may also help to think of document control as the control of documentation as it is manipulated, transferred or versioned multiple times by the system's users. Web document control solutions should provide the following features:

• An audit trial (the whos, wheres, whats and whys);



• Mechanisms that allow for planning, release, approval and archival;



• Securities specific to regulatory controls for specific documents such as those regulations affected by 21 CFR Part 11;



• Not only version controls but trackable version controls (i.e., reports);



• Allows for the distinct roles and rights of employees;



• According to an article by Christopher Stainow2, "It is important that access to the documents is regulated so that only the appropriate documents and their latest versions are available to the people who require them. In addition, out of date documents must be archived for historical purposes."

Why Invest in Both?


It is probably apparent that investing in a solution that provides both web document management and web document control features is necessary, especially for companies that exist in highly regulated environments such as pharmaceutical, medical device, blood, biologics and/or ISO-compliant manufacturing arenas.



For those companies interested primarily in document storage and especially the storage of "every-day" documents3 that are not essential to compliance with recognized regulations and standards a basic web document management solution may suffice.

Further Considerations


For companies that are highly regulated it is important to start taking steps beyond disparate web document management/control solutions. For example, highly regulated companies should be considering web document management/control solutions that provide collaboration, training and reporting features as well as the option to launch business process management, quality management and product lifecycle management solutions from the same web-based system. These types of solutions are becoming more readily available as siloed mishaps and communication errors are making a need for streamlined communications across departments and systems a necessity for a globalized business economy.

Reference


1-3. The main ideas of this article have been garnered and paraphrased from an article entitled, Document Control Versus Document Management by Christopher Stainow. Extracted on February 21, 2009, http://ezinearticles.com/?Document-Control-Versus-Document-Management&id=1923346.

Marci Crane is a marketing communication specialist at MasterControl in Salt Lake City, Utah. For more information in regard to web document management and control solutions please feel free to contact a MasterControl representative.