Re: Seeking archiving systems to track documents
How do I suppose create archieving numbering system which expedite tracking of all record
Depends on what you want to track
You have used the term record, I would imagine that the records you produce already have an identifier either through a form number or record number.
For example if you are going to archive a Device History Record, the batch the record relates to will have a number e.g. 123ABC20080304, where 123ABC is the batch number, and 2007 (year) 03 (Date) 04 (month) is the date manufacture started.
This number will be unique to a specific batch that was produced.
So if you are packing into boxes prior to storage you will need a unique number for the box that the record is stored in and a means to identify what is in each box, this is usually a database or spreadsheet.
for other records e.g. paper nonconformances, again each one will have a unique number, but in this case and perhaps others (e.g. closed CA's or PA's) you may want to consider filing in batches that are sequential (e.g. non conformances for a specific number range) this will make retrieval easier (when you open box the NC's will be in numerical order opposed to random).
what essentially you need to consider is:
a) The unique identifier must be something that is understood by all so if someone ask for a DHR it is clear to you/your staff what they are asking for.
b) A system that you can interrogate to locate requested items (database/spreadsheet)
c) A submission process so all understand how to submit records to your group filing (an archive submission form that they complete)
d) A request process so all understand how to request items (an archive request form)
e) A procedure/process document that descibes the process.
f) Work instructions that Archive personnel use to perform archiving that provides instructions for consistency when archiving
g) A chase system for documents taken but not returned, on the request form you add an area for requestor to specify how long they require documents with a default of 2 weeks, this willl help you know what to chase and if something is lost or damaged.
h) Confidentiality, certain records you may wish to restrict access to e.g. HR records (which should come into you sealed, make this part of the process)
Other factors you may also want to consider are
1) if you archive off site a barcoding system linking documents. boxes, locations I set up something like this with a storage supplier so when they came in they scanned contents and boxes removing arguments about what had or had not been taken.
2) if you are scanning documents the sytem in place for holding documents and providing access to these scanned documents.
I could go on but I think this will give you an idea of the requirements for archiving.
cheers Nigel