Controlled Documents - Can a word document and excel spreadsheet be controlled?

T

tomjess

#1
I am not sure about this question and thats why I am putting it on here for some answers.

Can a word document and excel spreadsheet be controlled, baring in mind it can be changed by the user.

They have a revsion number, date of revison etc.

Thanks in advance
 
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pkost

Trusted Information Resource
#2
Yes they can be controlled, although if you work in an regulated industry you may need to follow specific requirements relating to it.

With regards to someone changing the document, it should be easy to restrict write access. You should also bare in mind that if someone is determined they can change even a paper document by forging the signature....you have to trust your employees. If you release the document publicly (i.e. out side of your company) it may be worth adding some security by converting to pdf, although an enterprising sole can still change those unless you add appropriate security!
 

SteelMaiden

Super Moderator
Super Moderator
#3
Password protect, folder access priveleges, assigning responsibilities and authorities, and so on. If (first of all, you are not in a regulated industry) your process works for you, you can document it and show (through auditing) that it works, everyone knows who has the authority, and changes are not made by unauthorized people, your documents are reviewd and approved prior to changes being implemented, youcan do just about anything.
 

Big Jim

Super Moderator
#4
I am not sure about this question and thats why I am putting it on here for some answers.

Can a word document and excel spreadsheet be controlled, baring in mind it can be changed by the user.

They have a revsion number, date of revison etc.

Thanks in advance
In today's world most forms are either word documents or excel documents. Of course they can be controlled.

It may help if you gave us an example.

It would be needless to assign a form number to every letter written. But if the letter is used over and over again, it would probably be a form that should be controlled.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#5
I see document control is the hot topic this week!

you've been given the answer - yes. It can be done.

Here's how I've done it:
1) The originals were in a folder on the network only accessible by QA
2) PDF's of the original were in a folder that everyone in the company had read access to... only QA had write access
3) Sign off forms were kept on file.

And there is software out there for managing electronic documents with sign off and all if you can afford it.
 
F

foiley

#6
Hi TomJess
There are several methods what you could do to limit the changes:
* Tools ==> protect document. Usually there are no changes, track changes, fill in forms etc.
* Save documents as a template (*.dot), they will open a new document based on the original and get sick of changing the document on every occasion.
* IRM (Information Rights Management)

But prima Facia no Word or Excel document can be the sole document control.

It is the method of publishing your documents that will be your document control.

Assuming you are using ISO 9001 as the basis; 5.4.2b requires you to ensure that the integrity of the QMS is maintained while you change it...
E.g. how will you make sure everyone has the approved document at the same time you are editing it?

IMO comes down to the publishing method, in concert with your other document controls.

I am a huge believer in Content Management Systems. I have created several SharePoint sites for use as Company Intranets and to publish Controlled Documents. SharePoint is cost effective in that if you have a MS Server 2003 or 2008 your base SharePoint licence fees are included with your server licences. There are heaps of similar products, but I like SharePoint because it works well with Office and basically free.

I agree with ScottK too - I have created similar systems, works fine and very cost effective. Especially when all users are on the same network, they all have access to computers and low number of employees.
 
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