Why is having control over corporate documents important?

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Controlling corporate documents is one of the most important factors in managing a company. Since its foundation, several documents have been generated from all sectors — some more important, others less so. It is essential to pay attention to the fact that without effective control of this documentation, many problems can arise and this can even lead to situations more drastic, causing losses. To better clarify the importance of this control, we will show in this post the main reasons for keeping company documents always organized and controlled. Check out! The importance of keeping documents organized A company's documentation is like a person's. There are different types of documents that are necessary for certain moments in life. And each one has distinct characteristics of validity, conservation and usefulness. For example, the driver's license (CNH) and the voter registration card perform different functions. When they are needed, they need to be found easily and be in good standing and within their validity period.

An expired driving license can generate a number database fine and a pending voter registration card can prevent the person from obtaining a passport. This is also the case with the company. If there is no documentary control, it runs risks ranging from impediments in commercial transactions to receiving fines after an audit . The main reasons to have control of corporate documents Guarantee of constant regularization of documents Each type of economic activity requires a specific series of documents. There are permits, licenses, contracts and various other types of documentation that have an expiration date and renewal that are essential to be complied with. Document control ensures that the company knows exactly what the real status of each of the documents is, whether they are for compliance with laws , rules and regulations, or internal administrative procedures documents.



Improvement in company productivity Spending an entire afternoon looking for a document is something no one likes to do. And this happens quite often in companies that don't control their documents. With this control, it is possible to know exactly where each document is, avoiding wasted time . Greater control over access to data and information Some documents are confidential and cannot be accessed by anyone. Others are commonplace and need to be accessed by many people throughout the month. Regardless of the situation, with documents properly controlled, the risk of confidential information being accessed by unauthorized people is avoided and that important documents that pass through many people are lost. Improved document conservation A well-executed control of business documents keeps their original characteristics preserved, aiming for the integrity of the information.