Both the format and content of each document generated by an organisation must be compliant with the standards set out in the company regulations. To ensure that, companies should introduce centrally managed template repositories. Some documents can be generated directly, using information provided by a data source. It is recommended to create these documents directly in a commonly used file format which can be retained over a long period and supports electronic signatures (PDF). The generation of certain documents also requires human intervention. It is practical to prepare them in the preferred format of the office suite used at the company, then, after editing is finished, convert the final version to a PDF document. Nowadays, some of the documents created by a company no longer need to be printed, but they must be added an appropriate level electronic signature to ensure their probative value for a long time.
Documents are always generated in an appropriate form and with appropriate content.
Templates are created through a controlled process which can only be run with appropriate user rights. This prevents creating mail with incorrect content.
The legal department can monitor all template changes, preventing any legal disputes.
It helps new entrants with their initial training since they do not need to learn every form- and content-related requirement for each document type.
It allows the company to develop custom templates to meet their requirements without development.
Through interacting with other systems of the company, it solves the document integration issues arising in those systems.
