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Can Document Indexing Boost Collaboration and Improve Audit Compliance?

Compliance audits are externally and domestically driven inspections of a firm’s compliance with regulatory or legal requirements, market standards, license conditions, contractual obligations, and other formal responsibilities. Compliance audits, like financial, administrative, and certifying audits, are similar in that they usually target standards, processes, or regulatory constraints that are required for organizations. Compliance auditing, as a category, is more general than other kinds in terms of who performs these audits, the purpose, or the organizational elements or issue areas that allow for audits.

Large and small companies may improve their audit scores by properly combining document management with Quality and Compliance procedures. Many firms that previously saw document indexing & quality management as separate activities are increasingly pursuing an integrated perspective on compliance & quality, constructing a strong value infrastructure on a solid base of document management.

What Exactly Is Document Indexing?

Document indexing inside a system for document management relates to how we arrange our digital documents. Our DMS (document management system) indexes data such as a file’s name or the time and date it was produced to assist us in finding documents by entering search phrases.

A document indexing technique is most effective when everybody in our DMS arranges and labels all directories and files consistently. To achieve the greatest outcomes, educate our personnel on indexing procedures. Nobody will have trouble looking for or exchanging project files if everyone adopts the same indexing approach in the system for document management.

Requirements For an Effective Document Management Process

We believe that the document management process for improving audit results should be consistent with:

Ideas For Improving the Audit Score Through Effective Documentation

Look For Systems That Can Automate the Full Document Lifecycle

A well-designed document control solution may assist us in managing the whole lifetime of a document.

Find Practical and Usable Mobile Solutions for Our Entire Extended Organization

Many document management programs fail because the system is difficult for users to use when working with documents in the field. Forward-thinking organizations are pushing for offline and mobile document solutions to enable compliance and quality organizations to manage document lifecycles in the field and not have to re-enter updates when they return to the office. Reintroducing document changes is a mistake we think can be avoided. Simple questions to ask and consider:

Find A Document Management Solution with Built-In Process Management Capabilities

A well-designed document management solution should seamlessly integrate with process management capabilities to help increase audit outcomes. Changes to SOP and documentation must follow process changes and vice versa.

Find An Easy-To-Manage Document Management Solution

A universal document management solution works as well as a document repository. However, when building a compliance and quality records management solution, auditability and traceability are paramount. Simple questions to ask and consider:


By carefully integrating document audits with compliance and quality processes, large and mid-sized manufacturers can significantly improve their audit results. Many organizations that previously treated document control and quality control as separate initiatives are now taking a more integrated approach to compliance and quality by building a solid quality infrastructure on top of a strong document control foundation.


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