Document Control - How can I switch to electronic signatures?

D

DJCRAI

#1
I am currently trying to streamline our document control procedure, which right now says that approvals require a signature, which usually ends up being at least 3 people. I would like to go to some sort of E-approval, but want to make sure I meet the intent of the standard. Any suggestions? Examples? Thanks.......
Craig :thanx:
 
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M

mshell

#2
I use outlook to track approvals. It works like this:


1. Attach the document
2. Compose the message
3. Add the receipients
4. Select View from the dropdown menu
5. Select Options
6. Click the use voting buttons checkbox

This will cause approve/reject buttons to be located at the top of the mail after it is sent. As each receipient clicks on of the buttons, you will receive a response and a tracking record will be generated in the original mail which should be in your sent items folder. After you have received the approval, you can move it to another storage area for future access (I use my private drive)
 
D

DJCRAI

#4
OH NO.....I can't seem to find the "add voting" option under "options" I am using Windows 2000..Is that why?
 
M

mshell

#5
I am not sure about 2000.

There is a voting and tracking option in Outlook 2002.

Under that option, you have the following choices:

Use voting buttons
Request a Read Receipt
Request a Delivery Receipt
 
D

DJCRAI

#6
All I see is "Request Read Receipt". The voting feature must not be available in the 2000 version. Any other suggestions...anybody?
 
J

Joe Cruse

#7
Craig,

just request the people who you need approval from to reply to your email with

"Approved" or "Rejected-(reason why)"

You can either print and keep this, or keep it saved in Outlook.
 
#8
DJCRAI said:
All I see is "Request Read Receipt". The voting feature must not be available in the 2000 version.
I am not using Outlook anymore (stuck with Lotus Notes, unfortunately), but I used to, and I think it has been a part of Outlook for a good number of versions. Have another look, because I seem to recall that it was buried in something else and not too easy to find. Have you tried the help function?

It may also be something that is not a part of the std setup. If so, you have to tick it during the installation process, or add it later... Like now.

Give it another shot.

/Claes
 
A

Aaron Lupo

#9
DJCRAI said:
I am currently trying to streamline our document control procedure, which right now says that approvals require a signature, which usually ends up being at least 3 people. I would like to go to some sort of E-approval, but want to make sure I meet the intent of the standard. Any suggestions? Examples? Thanks.......
Craig :thanx:
You may want to check the Regulatory requirements for the industry you are in. If you are in Medical you will need to follow 21 CFR Part 11 on electronic records.
 
C

csterling

#10
I use outlook to track approvals. It works like this:


1. Attach the document
2. Compose the message
3. Add the receipients
4. Select View from the dropdown menu
5. Select Options
6. Click the use voting buttons checkbox

This will cause approve/reject buttons to be located at the top of the mail after it is sent. As each receipient clicks on of the buttons, you will receive a response and a tracking record will be generated in the original mail which should be in your sent items folder. After you have received the approval, you can move it to another storage area for future access (I use my private drive)
Hi

At my company we also use the e-mail system (outlook) to approve documents. I'm in the process of validating the system and my question would be how to demostrate that when the e-mail is sent to another person for approval, is not modified....
The other question would be if you consider your e-mail approval as an electronic signature.

Thanks in advanced.
 
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