The Premier Solution for Compliance and Quality

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.

What are Controlled Documents?

Controlled documents are the backbone of a well-structured and efficient system. They encompass critical information, policies, procedures, and guidelines 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.

The flexible structure and design of the Bluebox Controlled Document Management Solution (CDMS) means they can be fitted to suit your specific business circumstances, while retaining the scalability required to cope with your organisation’s growth.

Key Benefits of Bluebox Controlled Document Management Solutions

• Simple User Access Features to ensure staff find the right documents fast!
• Standard and consistent metadata classification
• 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
• Automatic document naming convention
• 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

All of these features are available through easy-to-use navigation in a familiar Microsoft user interface. In addition, Bluebox provides sophisticated training and content migration support to ensure data integrity and end user compatibility with all our Sharepoint solutions.

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.

Why Choose Bluebox for a Controlled Documents Solution?

At Bluebox, we specialize in providing cutting-edge solutions for managing controlled documents. Our expertise lies in developing robust systems tailored to your unique requirements. We offer:

• Customized Solutions: We understand that every organization has distinct needs. Our team works closely with you to design and implement a controlled document system that aligns perfectly with your objectives.
• User-Friendly Platforms: Our intuitive platforms make accessing, updating, and managing controlled documents a breeze. We prioritize user experience, ensuring seamless navigation and minimal learning curve.
• Expert Support: From implementation to ongoing support, our dedicated team is here to assist you every step of the way. We offer training, troubleshooting, and continuous guidance to maximize the benefits of your controlled document system.

Choose the option that works for you

Whether your business needs a light document management solution you can trust, or a fully governed, enterprise solution, Bluebox has you covered.

Or contact us for an enterprise wide licensing model for your entire business

Partner with Bluebox for a Controlled Document Revolution!:

Take control of your documents and elevate your organizational efficiency to new heights with our state-of-the-art solutions. Join hands with Bluebox and experience the transformational power of streamlined, accurate, and compliant documentation.

Contact us today to learn more about our services and embark on a journey towards optimized operations and unparalleled success

Talk to a Bluebox consultant to learn how a Bluebox controlled document management solution can boost your business compliance and reduce risk.