Document Control Report: Policies, Lifecycle, E-documents, Tools

This report delves into the critical aspects of document control, beginning with an overview of relevant policies such as document management, retention, and archival policies, which are essential for effective organizational data management and risk mitigation. The document then explores the document lifecycle, detailing the stages from creation, management, reuse, distribution, retention, and secure disposal. Furthermore, the report discusses the treatment of e-documents using various software solutions, including Enterprise Content Management systems, Document Lifestyle Security software, and Document Management Systems, highlighting their functionalities and limitations. Finally, it recommends tools for electronic inventory management and secure IT asset disposal, emphasizing the importance of CESG-approved data wiping software and IT asset management tools to minimize waste and ensure data security. The report concludes with a list of references supporting the information presented.

Running head: DOCUMENT CONTROL
DOCUMENT CONTROL
Name of the Student
Name of the University
Author notes

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Table of Contents
Policies related to document controls........................................................................................2
Document life cycle...................................................................................................................2
Treatment of E-documents.........................................................................................................3
Recommended tools...................................................................................................................4
References..................................................................................................................................5

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Policies related to document controls
The policies that are related to document related control are bulleted as under.
 Document management policy aids to provide guidelines to the company by
documenting the principals for the management official documents. This policy
improves the database management of the firm.
 Document management policy establishes a rule across the organisation related to
prioritisation, classification and retention of the document.
 Document retention policy establishes and describes that how the employees of the
company should manage companies data from creation through destruction.
Document retention policy reduces and legal risk and discovery cost of a company
(Koekemoer & Von Solms, 2018).
 Document retention policy noted that when developing a firm’s document retention
policy, unimportant papers must be disposed-off in a manner.
 Archival policy is a policy, which enables effective control of the document. This
policy aids organisation to manage its records and documents of the management.
Archival policy and secures the document of the organisation (Allen et.al., 2019).
Document life cycle
 The first stage of document life cycle is creation where the document is created for
the use of the organisation. This process involves conversion, digitalizing and
indexing of the document.
 The next stage is management where documents are managed and stored. The stored
document can further be accessed and retrieved for various purpose.
 Further, the documents administered by the administration. In this stage, the
documents are used to manage users, resources and content types.

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 In the next stage, the documents are reused for new products. This documents are
further used for sharing in a work group. The documents are shared after modification
of the document is complete.
 In the next stage, the documents are distributed to its users securely. This is done via
online for e-documents and offline for paper documents.
 After distribution process, documents goes through the retention process where it is
held for retention periods. Retention is done for the security of the document.
 After the retention period ends, the documents are disposed securely.
 Non-disposable documents are preserved for long-term accessibility (Bastide,
Broomhall & Loredo, 2017).
Treatment of E-documents
E-documents are treated as corporate records through various software. These software
overlaps in functionality and can be implemented in many organisation. These software are
mentioned below.
 Enterprise content management system manages internal documents, reports and
business records. This software manage repositories of the e-documents and lack
security once content has been legitimately assessed.
 Document lifestyle security (DLS) software protects the e-documents from its
creation process through editing, routing and disposition.
 Document management system is a software, which is designed to store and track
electronic documents. Through this software, documents are vulnerable once it is
outside the repository (William Saffady PhD, 2017).

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Recommended tools
 Electronic inventory management system should used in organisations from creation
to disposing IT assets.
 IT assets should be disposed off using CESG approved data wiping software. These
software provides full safe and secure IT asset disposal.
 IT asset management tools should be used to dispose the IT assets securely. This tool
reduces wastes of IT assets by managing the disposal of the IT asset.

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References
Allen, C. P., Chaar, J. K., Klingenberg, B. J., Ratnaparkhi, R. P., Rees, R. M., Routray, R. R.,
& Verma, D. C. (2019). U.S. Patent Application No. 16/237,866.
Bastide, P. R., Broomhall, M. E., & Loredo, R. E. (2017). U.S. Patent No. 9,800,536.
Washington, DC: U.S. Patent and Trademark Office.
Koekemoer, S., & Von Solms, R. (2018, May). Document Management Systems–Legislative
Compliance, Good Governance and Municipal Practice. In 2018 IST-Africa Week
Conference (IST-Africa) (pp. Page-1). IEEE.
William Saffady PhD, F. A. I. (2017). Enterprise content management as an information
governance enabler. Information Management, 51(1), 40.