In today's fast-paced world, organization and accuracy are key pillars of success. At Bluebox, we understand the significance of streamlined processes and the pivotal role controlled documents play in achieving operational excellence.

Controlled Documents

Controlled documents are the backbone of a well-structured and efficient system. They encompass critical information, policies, procedures, templates, guidelines, and work instructions that require strict management and oversight to ensure accuracy, consistency, and compliance.

Key Benefits of Controlled Documents:

1. Accuracy and Consistency: By maintaining controlled documents, your organization ensures that information remains accurate, consistent, and up-to-date across all departments and functions. This minimizes errors and enhances reliability.
2. Compliance and Risk Mitigation: Regulatory compliance is a top priority for any business. Controlled documents facilitate adherence to industry standards and regulations, reducing the risk of non-compliance and associated penalties.
3. Version Control and Traceability: With controlled documents, tracking changes and managing versions becomes seamless. You'll always have a clear trail of modifications, ensuring accountability and simplifying audits.
4. Improved Efficiency: Streamlining processes through controlled documents significantly improves workflow efficiency. Employees can easily access the most current information, saving time and reducing confusion.
5. Enhanced Security: Protecting sensitive information is paramount. Controlled documents allow for restricted access, safeguarding confidential data from unauthorized personnel.

Bluebox Controlled Document Management System

With the Bluebox Controlled Document Management System (CDMS) you’ll benefit from automatic creation, storage, review and archival of your important business documents.

Key Features of Bluebox Controlled Document Management Solutions:

• Simple User Access Features to ensure staff find the right documents fast!
• Standard and consistent metadata classification
• Automatic document naming convention
• Automated workflows for approval and review of critical documents
• Automated periodic review processes and task management
• Track document acknowledgments for compliance
• Fast, simple to use, and yet powerful search engine
• Simple to access Document templates for new documents
• Full Version control, revision, and audit history
• Easy to manage security and access permissions
• Simple remote access to your controlled documents
• Compliance and document retention policies
• Powerful Power BI Reporting provided out of the box
• Multi-brand documents for complex corporate entity relationships (Enterprise Tier)
• Secure sharing of controlled documents externally via Contractor/Supplier/Client/Entity portals (Enterprise Tier).

Enjoy Enhanced Document Workflow Functions with a Bluebox Controlled Document Management System

Streamline the drafting, approval, publishing, review, and archiving of content, while ensuring users can only access the latest approved and published versions.

Bluebox understands the importance of sophisticated document workflow processes in a controlled document management solution, which is why our platforms provide comprehensive workflows:

Create, Edit Collaborate - Create new documents off pre-defined templates. Collaborate with simultaneous editing and record comments for review.

Review and Feedback - Invite in peers and subject matter experts (SME's) to review and provide feedback. If they do not currently have permission to access the content, their permissions are temporarily modified for the duration of the review task.

Role Based Approve and Publish - Approvers are allocated based on roles which makes sharing responsibility across 2 or more co-workers on rotating shifts easy to manage as well as simplifying administration when staff change roles.

Archive - Request archiving of a document. The system will know where the document has been distributed to and recall it from all locations.

Periodic Review - Set review period defaults at the system level as well as at the Document Type and individual document level.

Optional Features:

• Transmittals
• Standard Work Instruction WYSIWYG Editor

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