Document Control
Optimize Quality, Ensure Compliance with Seamless Document Control
Whether you're managing SOPs, specifications, forms, or policies, Trackmedium's Document Control module gives you full control with built-in audit trails, configurable workflows, and full integration with Training, CAPA, and Microsoft 365.
Centralized Repository
Store, organize, and retrieve all controlled documents from one secure location with fast, intelligent search. Includes smart versioning and automated archiving so users always access the latest approved version.
Automated Workflows
Streamline document review and approval with configurable workflows, deadline tracking, and escalation alerts to keep processes moving.
Read & Understood Tracking
Ensure employees acknowledge documents. Log acknowledgment records for audits and regulatory evidence.
Linked Training Assignments
Automatically launch and track mandatory training when documents are published or revised.
Role-Based Access
Control who can view, edit, or approve documents using flexible, permission-based access. Configure visibility and actions by user, role, department, location, or group to meet complex security and compliance needs.
Mobile-Friendly Access
View and manage documents from anywhere using your tablet or smartphone.
What Our Customers Are Saying
Built-In Automation and Flexibility
Automated Revision Control
Once a new revision becomes effective, older revisions are automatically restricted. Track every change with reasons, approval dates, and electronic signatures.
Scheduled Reviews and Auto-Release
Notify document owners when reviews are due and release documents automatically after a predefined period.
Change Management Workflow
Initiate and collaborate on requests to revise or retire documents. All change activity is tracked in the system for full traceability.
Microsoft 365 Integration
Edit Word, Excel, and PowerPoint files directly in your browser using Office Online. Automatically populate document headers with metadata such as document number and revision.
REST API for Third-Party Integrations
Seamlessly connect with ERP, CRM, and other enterprise systems using a modern, secure API.
Full Audit Logging
Every document action is recorded in a complete audit log to support audits, traceability, and compliance readiness.
Connected Platform
Trackmedium's Document Control module is part of our eQMS platform and fully integrated with other quality modules. It enables seamless connectivity, streamlined workflows, and complete traceability across all your quality processes.
End-to-End Document Lifecycle
Trackmedium's Document Control module supports the complete lifecycle:
Start from a blank form or template. Define document type, owner, reviewers, and related training.
Route to reviewers with configurable rules. Collect feedback and manage revisions collaboratively.
Send to designated approvers with electronic signature support. Track due dates and escalation reminders.
Make the document active and notify distribution lists. Older versions are archived automatically.
Trigger mandatory training or Read & Understood tasks. Track completions in linked modules.
Initiate change or obsolescence requests. Collaborate with team members on revisions. Full version history and approvals are maintained for traceability.
Frequently Asked Questions
Can we edit documents in Word or Excel without downloading?
Yes. With Microsoft 365 integration, users can edit files in the browser using Office Online.
How does Read & Understood tracking work?
It requires employees to confirm they've read and understood a document. This is tracked per user and audit-ready.
Does the system send reminders for periodic reviews?
Yes. You can set review intervals and the system will notify the appropriate owners as deadlines approach.
Can we trigger training when documents are published?
Yes. Document-linked training can be set up to launch automatically and tracked for compliance.
What happens to obsolete documents?
They are archived securely and only accessible to authorized users. Obsolescence workflows ensure traceability.
Is this system compliant with 21 CFR Part 11?
Yes. It includes electronic signatures, access control, and complete audit trails for regulated industries.
How quickly can we go live?
Most customers are fully deployed within days. Our onboarding team assists with setup and data migration.
What if someone tries to use an outdated document?
Trackmedium ensures that only the latest approved version of a document is available. Obsolete versions are archived and restricted from user access to prevent compliance risks.
Can multiple users review a document without version conflicts?
Yes. Reviewers collaborate through controlled workflows with full version tracking. The system maintains one source of truth, preventing overlap or duplication.
How does Trackmedium support audit readiness?
Every document is tied to a complete metadata trail - who created it, who approved it, and who acknowledged it. You can retrieve any document and its audit history instantly.
Can the system automatically assign training to new hires?
Yes. Training workflows can be triggered automatically based on user roles or document publishing, ensuring consistent onboarding and compliance.
What systems does Trackmedium integrate with?
Trackmedium integrates with ERP, CRM, HR systems, and other QMS modules via REST API. This allows centralized management of quality-related content and automation across platforms.
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Take Control of Your Documents Today
Streamline your document workflows, reduce manual effort, and stay compliant using one platform.
Streamline your document workflows, reduce manual effort, and stay compliant using one platform.
