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Document Control Specialist
Does your organization need document control software and solutions? We can help.
What Is Document Control?
Document control simplifies the management processes of documents and records from their creation to archival or destruction. Unlike a general document management system, document control ensures that only the current, approved version of each document is available to end users.
A proper document management control framework ensures:
- Consistency
- Accuracy
- Security
- Compliance
Document control solutions serve as an organization’s authoritative framework, ensuring all records follow consistency in standards, helping maintain regulated, audit-ready records, reducing errors, saving costs, and meeting regulatory standards.
Powerful Document Control Software Solution
A powerful document control software is an all-in-one solution that provides several foundational capabilities, such as version control, permission management, audit trails, retention governance, standardized templates, centralized repositories, and regulatory compliance, etc.
Organizations typically manage thousands of controlled documents from policies, SOPs, work instructions, engineering drawings, to financial records, HR files, and other company documentation. An all-in-one document control software consolidates these assets into a secure, governed digital repository.
This helps organizations structure the environment where documents follow consistent lifecycle rules and meet frameworks such as ISO Standards, HIPAA, FINRA, SEC records retention rules, GDPR, and UETA.
Cloud-based Document Control
Cloud-based document control applications deliver governance functionality without on-premises infrastructure, allowing organizations to scale effortlessly while maintaining enterprise-level security.
Key capabilities include:
- Centralized document repository accessible to authorized users from any secure device.
- Redundant data centers so documents stay protected even if one server fails.
- Automated version control with check-in/check-out to prevent simultaneous editing.
- User authentication with SSO and MFA for secure access.
- Metadata fields and file tagging for fast, accurate document retrieval.
- Remote distribution of controlled documents to mobile or distributed teams.
- Encryption in motion and at rest to protect sensitive data.
- Cloud updates to align with evolving compliance requirements.
Cloud document control is ideal for multi-location healthcare providers, distributed field teams, financial institutions with remote staff, construction companies, and any organization seeking reduced IT burden while being compliant.
On-Premises Document Control
Some industries require complete control over data storage. JD Young implements on-premises document control management systems for organizations with strict regulatory, security, or infrastructure requirements.
On-premises deployments offer:
- Full control of permissions, access logs, and retention rules inside your own network.
- Integration with internal firewalls and security policies for tighter protection.
- Support for highly sensitive documents such as patient records or intellectual property.
- Custom controls aligned with industry-specific requirements.
- Local server performance optimized for large files like engineering drawings.
This deployment model is preferred by government agencies, defense contractors, manufacturing facilities, and organizations with high security classification requirements.
Out-of-the-Box Regulatory Compliance
JD Young supports compliance through software partners with strong certifications:
- Square 9: SOC 3, HIPAA/HITECH, SEC & FINRA, ESIGN & UETA
- DocuWare: SOC 2 Type 2, ISO 27001, HIPAA, CCPA, GDPR, GoBD, NF552
- Laserfiche: ISO 27001:2022, SOC 2 Type 2 Plus with HIPAA, SEC Rule 17a-4, DoD 5015.2
These certifications align with industry frameworks such as ISO 9001 (quality management), ISO 27001 (information security), ISO 13485 (medical devices), and IATF 16949 (automotive). Using certified platforms reduces compliance burden and supports audit-ready documentation for regulated organizations.
Industry-Specific Document Control
The way organizations use document control management software can look very different from one industry to another. From healthcare organizations requiring HIPAA-aligned document control, to financial and accounting firms governed by FINRA and SEC retention rules, to manufacturers operating under ISO 9001, ISO 13485, or IATF 16949 documentation standards, our controlled document management software platforms adapt to the compliance landscape of every sector.
- Healthcare
- Finance and accounting
- Manufacturing
- Construction
- Government
- Education
- Automotive
- And more
What Document Control Softwares Do We Support?
JD Young partners with four industry-leading platforms to deliver document control solutions tailored to your organization. Each software offers distinct strengths, allowing us to match the appropriate system to your compliance, operational, and governance requirements.
Square 9
Square 9 Softworks offers a full enterprise content management (ECM) platform with robust document control capabilities for compliance-heavy industries.
Capabilities include:
- Automated version management and revision history
- Role-based access control and permission levels
- Metadata enforcement and file tagging
- Controlled distribution and release management
- Audit-ready documentation logs
- Retention schedules aligned with HIPAA, SEC, and FINRA rules
Square 9 is well suited for manufacturing, finance, and organizations needing integrated workflow automation within their document governance system.
DocuWare
DocuWare combines enterprise document control with intuitive user experience, supporting high adoption rates across business units.
Features include:
- Check-in/check-out and document locking to prevent overlap.
- Controlled templates for consistent policies and SOPs.
- Validation and approval workflows to manage updates.
- Centralized secure repository for all controlled documents.
- Compliance support for major regulations.
- Metadata governance for fast, accurate retrieval.
DocuWare is a strong fit for organizations seeking balanced usability, compliance, and governance functionality.
Laserfiche
Laserfiche is recognized for its advanced records management and long-term archival capabilities, making it a preferred choice for government, education, and healthcare organizations.
Key strengths include:
- Comprehensive retention schedules and automated records disposition.
- Full compliance support for strict governance standards.
- Complete version control with clear master copy management.
- Detailed access logs and audit trails for full transparency.
- Custom folder structures and document taxonomy for organized repositories.
- Legal holds to preserve records during investigations or litigation.
Laserfiche is ideal for organizations requiring deep information governance, long-term retention, and high-security documentation.
PaperCut
PaperCut extends document control into the physical control printing environment. While not a full document control system, it governs printed output to prevent unauthorized access and uncontrolled distribution.
Capabilities:
- Secure release printing that requires user authentication before a document prints.
- Device-level access logs to track who printed controlled documents.
- Print restrictions that prevent unauthorized users from printing sensitive files.
- Print routing and cost control to manage usage across devices.
- Integration with ECM platforms to keep the physical document lifecycle protected from creation to distribution.
PaperCut complements digital document control by ensuring governance continues even when documents leave the digital repository.
Why Organizations Choose JD Young for Quality Document Control System
JD Young delivers a governance framework aligned with your compliance obligations, operational processes, and information security requirements.
Organizations choose us because:
- We provide systems to meet HIPAA, FINRA, SEC, SOX, ISO, and GDPR requirements.
- Our team understands the complexities of QMS documentation
- Our implementation includes folder structure governance, metadata fields, naming conventions, document statuses, and access permissions for long-term maintainability.
- We automate document review, approval, release, and document change request cycles to reduce manual effort and improve productivity.
- Our systems produce immutable audit trails, ensuring readiness for internal and external reviews.
- We offer onboarding, training, governance refinement, and long-term system support.
JD Young streamlines the document control process, making it a reliable, governed, and predictable part of your operational ecosystem.
Speak with a Document Control Specialist
Effective document control requires more than software; it demands expertise in compliance, information governance, and operational workflows. JD Young’s document control specialists help organizations assess current capabilities, identify gaps, and select the document control platform that aligns with their regulatory environment and operational needs.
We support organizations across healthcare, finance, manufacturing, government, and other regulated sectors in implementing ISO document control software, HIPAA retention governance, SEC and FINRA documentation requirements, and other compliance-driven frameworks. Our team ensures you deploy a document control management solution that is secure, compliant, efficient, and built for long-term governance.
Speak with a JD Young Document Control Specialist today and build a secure, compliant, and audit-ready document governance framework.
Got Questions? Ask Away!
Do you have any questions? We love questions! Whether you’re curious about certain business technologies or wondering if there’s a way to make specific tasks easier for your company, feel free to reach out. Your request will be sent to one of our friendly business solutions experts who will reply promptly. We’ll never share any of your data with outside entities.