Document Control

Abayomi Odeleye Nottingham University Computer Science

Contents

Introduction

Guidelines

Master Document and Control Documents

Reasons why organization introduce document control system

Document Control Control Challenges

Solution for Document Control Control Challenges

Advantage of document control Software

Introduction

What is Document ControlDocument control - Measures taken to regulate the preparation, review, approval, release, distribution, access, storage, security, alteration, change, withdrawal or disposal of documents. Document control procedures do not necessarily need to cover every one of these factors. For more on document control see Quality System Handbook

Document control is one of the the thing that major company pay a lot for, so that they can control the document properly. Document control and management software will be the third most often purchased software in 2007, according to Quality Magazine’s 7th Annual Capital Spending Survey. Experts explain the importance of this software.

Guidelines

A Document Control system is the spine of your Quality Assurance Program. It is critical for ISO 9001 implementation.

Below is a list of items to consider and document when creating your Document Control System.

•Your numbering scheme•The process on creating new documentation•The process on updating the current documentation•Who is required to review, approve and sign off the documentation•The difference between master, control and non control copies•Identification of the Master List

The method for tracking the location of all documentsWho is responsible for conducting the document control tasks

•The method for obsoleting unwanted documents•A mandatory / automatic document review process•The method used to prevent the unintended use of non control documents or old documents

•The policy on document readability• The documentation storage methods

Master Document and Document control

Ensure that no one can tamper with the master copy.

The master document will have all the original plan inside it.

Document control work on the master document.

You can have different version of one document.

Many people can work on one document one at a time.

Reasons why organization introduce document control

This are the five reason that organization introduce document control:

• To increase efficiency; controlling document versions and workflow can give an organization a competitive edge

•Convert to a paperless office; adopting environmentally friendlier business practices

•Work toward ISO certification; document management is a key piece to ISO certification

•Control internal & external document standards; ensures employees organization-wide are using the most recent versions of documents

•Audit preparedness; the Intelex Document Management System automatically archives old file versions for year-round audit preparedness

Document control challenges

inefficient Paper-Based Document Control System

Lack of Document Revision Control

Lack of Oversight

Solution for Document Control Challenges

1. MasterControl Documents Software Solution2. IsoTracker3. Q-Pulse4. CVS

Advantage of document control

The advantage of document control software is the information, timing, responsibility, due dates, etc. regarding document flow is maintained in a relational database.

The software provides us with the ability to query the program, providing us the management by exception reports for controlling the paper flow.

With the push of a button we can see how many change orders are pending, which submittals were approved by the architect last week, or who is responsible for what issues from the last weekly meeting.

Document control software also provides the historical paper record of the project eliminating much wasted time spent trying to reconstruct a project's paperwork.

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