Explanation of the basic principles of document management in ISO and key points to keep in mind.
Explaining the reasons and considerations for the importance of document management! This includes common challenges in document management and reasons why document management is important.
Document management refers to "the appropriate management of internal documents, such as company information and customer information, from creation to disposal." Documents that inevitably arise from corporate management activities must be properly managed. If internal document management is not conducted appropriately, it can lead to decreased operational efficiency and the potential for information leaks, which could damage the company's credibility. Therefore, companies are engaged in document management as one of their fundamental operations. We will provide a detailed introduction to the basic principles of document management in ISO and key points to keep in mind. 【What is Document Management?】 - It is extremely important for improving operational efficiency, productivity, and strengthening compliance. - When managing documents, it is also important to establish appropriate rules for document retention periods. 【Common Challenges in Document Management】 - There is a vast amount of paper materials, and storage space is insufficient. - Documents that the company should retain are held by individuals. - Employees cannot smoothly find the documents they are looking for. - There are security concerns regarding loss and information leaks with paper documents. - Documents cannot be easily accessed while out of the office. - Document data cannot be utilized as an asset. *For more details, we will provide a clear explanation through related links.
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■Reasons Why Document Management is Important - Improvement of Business Efficiency and Productivity By properly managing internal documents, employees can easily find the documents they need, reducing the time spent searching for paperwork, which leads to increased efficiency in operations. A survey indicates that "an employee spends about 20 minutes a day searching for documents in their daily work." When calculated over a year, this amounts to approximately 80 hours spent searching for documents. Proper document management eliminates the hassle of searching for necessary materials. - Strengthening Compliance Proper document management also contributes to security measures, thereby enhancing compliance. Internal documents often contain confidential information, such as personal data and sensitive information that are subject to confidentiality obligations. If documents containing confidential or personal information leak to the outside, it can not only result in a loss of trust for the company but also lead to potential legal issues. Therefore, proper document management is crucial to prevent information leaks, tampering, and loss. Additionally, if documents recording interactions with customers are stored correctly, it provides the benefit of serving as evidence for explanations during disputes with customers.
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Our company offers an "ISO standard certification audit service" that flexibly accommodates scheduling for audits, allowing us to complete audits that typically take two days with other certification bodies in just one day. With fewer audit days, the impact on daily operations can be minimized. Additionally, we conduct audits based on practical experience rather than paperwork, allowing you to explain your daily operations as the main focus of the audit. Why is this possible? It is primarily due to our unique feature of employing auditors internally. By hiring auditors in-house, we can optimize audit costs and labor. Furthermore, our auditors are relatively young, enabling us to conduct flexible audits tailored to the field, making it possible to obtain ISO certification without burdening management or on-site personnel, not just in terms of cost. 【Certification Standards】 ■ISO 9001 Quality Management System ■ISO 14001 Environmental Management System ■ISO 27001 Information Security Management System ■ISO 45001 Occupational Health and Safety Management System (for the construction industry only) *For more details, please download the PDF or feel free to contact us.