Document/Drawing Control

A

AnnaMarie

#1
I am just at the beginning of getting a document/drawing control system in place in our department. The dept. contains about 40 users and we are all on a network.

I'm looking for some pointers on how to go about tying all the information together. Presently, there are drawings, word docs., manuals, spreadsheets, - every type of document imaginable, but all tied to each individual who created it in the first place. We also have paper based files which would probably need to be scanned in.

So. Does the Document Controller have every single document in his/her possession? Can only the document controller release a document for revision? Can all of this be done by using your basic network and Office/Drawing packages? or is it advisable to actually implement Document Management Software package?

I forsee a big problem with Emails, as Outlook doesn't interface with any other microsoft product. There is a lot of hassle when it comes to saving emails into a file folder.

I really could do with some basic ground work help. ISO is not an issue with us at the moment. What I want is Version controlling and a central file vault in order to view all files pertaining to a specific project. But there has to be some sort of editing control in place aswell.

Thanks.
AnnaMarie
 
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E

energy

#2
AnnaMarie,
Have you read all the posts on this page, like "Online Documentation" Topic Starter Alicia and "Electronic Documentation Systems" Topic Starter Marc Smith, and others? That's a good place to start. When I read your post, it sounded familiar to some other posts I've read. Just a thought to help you narrow the search.
Energy
 
A

AnnaMarie

#3
Thanks Energy. Yes, I've spent the day here going through all the different categories etc. and where they are all quite helpful, I feel that these others have already got some sort of system in place, if not in practice, it is definitely in their heads. To be honest, I'm even more anxious about it now after reading all the info. 'cos I didn't think there would be as much involved. Thanks for your reply again.
AnnaMarie.
 
#4
Suggestion, prepare a flow chart of the process, a big one on roll paper. You will be surprized what you can see when everything is plotted out on paper.
Write your questions at each activity, then come back rview it and answer the questions.
 

CarolX

Trusted Information Resource
#5
AnnaMarie,

We are in the process of setting up something similar. We are creating "master" files with Adobe. When a document is created or revised, it is placed in the "master" file as a "read only" document. Then anyone on the network can access the documents without changing the document. The issuing department has the responsibilty to update the master file when a document is revised.

Good Luck!
Carol X.
 
A

AnnaMarie

#6
Thanks Sam & CarolX. Feeling a bit more optimistic this morning. Good idea about the Acrobat Master Files. I'll see how that will fit in here. Do you have an electronic signature in place CarolX or do you sign on hard copies only?
 
C

CarolX at home

#7
AnnaMarie,

We do not use electronic signatures. I have a master sign off sheet for all procedures. Another option would be to scan your sign off sheet and add it to your master file. I did this with our Quality Manual, and now I can e-mail a signed copy of our Quality Manual to our customers.

Regards,
CarolX (working at home today)
 
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