Document portals are an essential tool for document controllers in any industry. The document controller is responsible for managing, organizing, and controlling documents for a business or a project. Too often, the manner in which documents are published, presented, and read is overlooked. In this blog post, we will focus on how a document portal can help document controllers get the job done more efficiently.
What is a Document Portal?
A document portal is a web-based platform that provides a centralized location for all project-related documents. It is designed to make it easier for team members to access the documents they need, reduce delays in decision-making, and improve project efficiency. A document portal can help to ensure that team members are using the latest version of a document, reducing the risk of errors and rework. A document portal can provide secure storage for project-related documents, reducing the risk of data breaches and cyber attacks.
How Can a Document Portal Help Document Controllers?
Centralized Document Management
A document portal should provide a centralized location for all project-related documents, making it easier for the document controller to manage and organize them. It can help to ensure that all documents are accounted for and easily traceable.
Integration with DMS
An important aspect of a document portal is its ability to be integrated with other document management systems, like e.g. Microsoft SharePoint. SharePoint is a popular document management system used by many organizations, and it is essential that a document portal can integrate with it seamlessly.
Improved Accessibility
A document portal should make it easier for team members to access the documents they need, reducing delays in decision-making and improving project efficiency. It can also allow team members to access documents remotely, which is especially useful for remote workers or team members working from different locations.
Version Control
A document portal can help ensure that team members are working from the latest version of a document, reducing the risk of errors and rework. It can also provide a history of changes made to a document, making it easier to track changes and ensure that all team members are working from the same version of a document.
Customizable Access
A document portal should allow the document controller to customize access to documents based on the user's role, ensuring that team members only have access to the documents they need. This can help ensure that confidential documents are not accessed by unauthorized personnel.
QA and review
By using a comment function in the document portal both external and internal users can comment and review the document for quality assurance purposes. There is also a tracking system that can give both the document controller/owner and the author of the comment status for all comments. If a comment is rejected, implemented or not handled yet, this will show.
Read Confirmation
A document portal can provide read confirmation, which is a feature that allows the document controller to track whether a document has been read by the intended recipient. This can help ensure that team members are aware of important updates or changes to a document and can reduce the risk of miscommunication or errors.
Conclusion
In conclusion, a document portal should help document controllers get the job done more efficiently. Readin documentation portal is the perfect solution by providing a centralized location for all project-related documents, improving accessibility, enhancing collaboration, providing version control, secure storage, customizable access, easy tracking, and read confirmation.
By using Readin document portal, document controllers can reduce the risk of errors, delays, and rework, leading to better project outcomes and ensure the success of their projects.
The Readin SharePoint plugin lets you publish your document libraries to professional easily accessible documentation portals. Get the best of two worlds, document management and document portals.
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