I know that there are alot of software companies out there that have created programs to control documents.
They seem to incorporate alot of functions not really needed and want alot for them.

My question is; Has anyone created there own simple database, linking certain fields in the doc to a table of contents i.e Doc#, rev., rev. date.
All my documents are either in Word or Excel.

Right now if I have to make a doc rev. I have to make a table of contents rev. too. There is alot of room for error when your talking about the number of documents there are. I am constantly checking rev. levels.

What is the simple way?
I tried to link the fields and even hyperlink the doc. to an excel table of contents but it takes so long for the excel sheet to open and thats only with half of my documents.

Thanks,

This is the type of information that is on our doc overview. It is in an access database and can be exported to various file formats. The attached copy is in excel.

I have mine in an access database as well, and the table of contents is simply a query based on active documents (past revisions are categorized as "Obsolete"). Then I just print a report based on the query (that way it has our company logo and other fancy stuff on it). (note: I keep an entry for each document revision, so the history is there too).

Also, I have a searchable index in our intranet linked to this database so anyone can find documents by number, type, or a word in the title (and I have hyperlinks to most of them online). Once the initial search page is set up, it requires no maintenance.

I also keep retention periods and other information in the database so I can print a "retention schedule", "revision history", etc.

Right now if I have to make a doc rev. I have to make a table of contents rev. too. There is alot of room for error when your talking about the number of documents there are. I am constantly checking rev. levels.


Here is my solution....remove your rev levels from your table of contents.

KISS method.....

CarolX

Here is my solution....remove your rev levels from your table of contents.

KISS method.....

CarolX
My thoughts exactly. If they need to check what the current version is, they go to the directory the documents are stored in and look.

This is the type of information that is on our doc overview. It is in an access database and can be exported to various file formats. The attached copy is in excel.
mshell,
I looked at yor file posted and it looks good. May I offer a suggestion which may make it easier to view your files. Try hyperlinking you files on thsi page, then you can open them from there. It works for me, and thats how other people in the plant can access files. The files are controlled by me in this format. JMO :)

Why not use the Windows directory as the table of contents?

Thanks for the suggestion. Eventually that is where I would like to go but for now, I am making a lot of changes (continual improvement) to the QMS/Documentation and I don't want to cause confusion for the employees in the production area by changing the document access method until the changes have settled down a little and I have time to work with them one on one. :thanx:

Avogel,

I started a post on this a while back when I discovered FREE software for just this thing. It is called MyDMS anand will post any typew of document to your intranet. It manages all of your old documents and allows people to download or review docs without effecting the masters. We use electronic forms and people can type directly to the form and email or print it out.
The DB manages each document so that it gives all of the details such as Title, Revision, Date posted etc and below that it keeps ALL of the old revisions. You don't have to do anything except upload your new document and it automatically keeps a history and copy of your old stuff. We do not bother with a Table of Contents, although when you access eacxh deaprtmnet this will show you a list of all documents in the department along with titles and revisions. I have made a few books (work instructions) on how to be an adminsitrator and or user.

MySQL - PHP Document Control (Free!) (http://elsmar.com/Forums/showthread.php?t=6418)

PS. I get NOTHING from this endorsement. I just like the system and it is FREE.

I hope this helps

Greg B

Avogel,

Here is a screen shot of a page showing details of the document and all of the previous revisions.

Greg B

I have developed this matrix for our docs. I have inserted hyperlinks to the doc. With in each doc any reference to another doc is also a hyperlink to the referenced doc.

Hi All ,

I am also looking for a simple document control solution for my company. All these solutions suggested above are good and I am thinking of adopting the simple excel solution. The only point is what about review records? how do you keep them on-line ? Anybody can help?

Here are a couple of screen shots of our doc control.
This is in excel and the colour codes ref the tabs at the bottom of the sheet, so each sheet is a different category but has the same information.

Regards:)
Sandra

I created an Access database when I was in charge of Doc Control. Prior to this all documents were listed in Excel and it was very hard to maintain. With the Access it is quite easy to get a query of all documents pertaining to "XYZ" with their revisions, date of issue, document location, hyperlink, authority, etc.... Updating revisions of document, and adding new documents is quite simple with easy to use forms created from the tables. This system has worked for all levels of documentation from Customer Specific Requirements to PM Instructions.....
I have since moved on from this position and find it quite rewarding when the external auditor notes that the Document Control system is "Robust"...
:Dpat on the back....

Hi Sharon,

Can you send me a copy of your access database. I use MS2003.

Thanks in advance.

Sajith.

I created an Access database when I was in charge of Doc Control. Prior to this all documents were listed in Excel and it was very hard to maintain. With the Access it is quite easy to get a query of all documents pertaining to "XYZ" with their revisions, date of issue, document location, hyperlink, authority, etc.... Updating revisions of document, and adding new documents is quite simple with easy to use forms created from the tables. This system has worked for all levels of documentation from Customer Specific Requirements to PM Instructions.....
I have since moved on from this position and find it quite rewarding when the external auditor notes that the Document Control system is "Robust"...
:Dpat on the back....

I am currently trying to develop an access database for managing the issuing and approving of updated/new documents. I hope to integrate the database into Microsoft Outllook to manage the approval process. I am trying to keep the database simple but my knowledge of VB is not good enough for the integartion into Outlook. Has anyone developed anything similar I'd appreciate any help.
Thanks & Regards
Pat

For document control, a wiki (http://articles.geometrica.com/488.html) is much more effective than Office+Database.

In a sense, a wiki is like integrating a database into a text editor. It detects changes to your documents and keeps track of these -- automatically. It also keeps track of your indexes and links between docs and keeps the last revision available at points of use. No need for two different apps.

But there are many other advantages to a wiki that must be experienced to be appreciated. One of this is "wiki magic" -- the almost magical way in which documents seem to improve due to small individual contributions and happens when you let the folks you trust go at it with your documents.

Converting documents from Word to a wiki is easier than it seems. Some wikis read word documents directly (for example, Confluence), or you can cut and paste. The effort is certainly comparable to trying to tack in a database to your current doc inventory, but much more rewarding.

Good luck!
Pancho

I have saved all of our procedures and manuals as HTML files and have created an index in Excel with links to each document. I also save the Excel file as HTML and it is linked to our Intranet. The latest copies of all documents are available at any computer in our facility.

I use Outlook to get electronic "signatures" on documents, http://elsmar.com/Forums/showthread.php?t=33262&highlight=electronic+approvals.

Mike,

How do you use the Wnidows directory as a table of contents?

Tamale

Here are a couple of screen shots of our doc control.
This is in excel and the colour codes ref the tabs at the bottom of the sheet, so each sheet is a different category but has the same information.

Regards:)
Sandra

I found your template so useful and perfectly fit to what I am looking for. Please be so kind to send the excel file matrix.

thanks
jhunaxs :cool: