Implementing a Paperless Documentation, Forms and Records System

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Roberto Carvajal

Paperless System

We are in the process of implementing a paperless system. Right now we are in the analysis phase, we are asking people what they beliefs are about a paperless system, in order to avoid change resistance or at least forecast the amount of change resistance.
Has somebody had experincen with implementing paperless systems ?
 
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Al Dyer

Roberto,

A paperless sytem is the way to go if you can allocate the proper resources ($$$) to ensure that people have access to needed documents.

I believe that going to a paperless system will not reduce document change requests, but make those requests easier to handle.

Documents need change all the time to ensure a functioning system and also give all individuals a voice in how they perform their functions.

What software system are you looking at to go paperless?

I guess my only advice would be to ensure that the system you are looking at can integrate with the many different types of electronic documents that we all use, and are network compatible.

ASD...
 
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Carl Keller

I implemented a paperless system for a manufacturing facility with 60 employees.

All employees had relatively easy access to a PC.

We placed all the documents, Quality manual, Procedures and all work instructions on the shared drive in WORD folders. All employees had access to all documents, however each department had a specific folder. Printing was not allowed. One folder was marked "general Work instructions" and contained WI's which were used throughout the facility, such as "how to write a work instruction" and "how to submit a corrective action". We placed a shortcut icon on each computer. We also placed the training file on the shared drive. We never experienced a finding relating to this system and it is still in place after 3 years. The only documents which were not paperless were corrective actions (which could be submitted hard copy or electronically)

No fancy software, no intensive system training.

Hope this helps

Carl-
 
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Al Dyer

Carl,

Did you have to devise a system where ACAD or non-networked files (MPACT/APACT/Powerway etc...) were accessible?

ASD...
 
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Dan Larsen

Originally posted by Carl Keller:
We placed all the documents, Quality manual, Procedures and all work instructions on the shared drive in WORD folders. All employees had access to all documents, however each department had a specific folder. Printing was not allowed.

Carl...

NO PRINTING! That had to drive at least a FEW of the employees crazy! :)
 
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Carl Keller

Al,

We did not have a good system for our Non-Word based files such as drawing files. This we DID have findings for from our Registrar, and rightly so. The drawings were largely out of control and my frustration with the Engineering Department eventually led to my leaving the company because I felt they were asking me to violate the ASQ code of ethics. Obviously I chose to leave rather than practice unethical behavior. I did have a plan to scan the drawings in and place them on the shared drive in PDF format, however I moved on to greener pastures rather than have a battle of wits with unarmed opponents.

Dan,
Actually the hourly worked force embraced it quite well, some supervisors wanted print access but most of the operators felt that they had enough training that they rarely felt the need to reference the WI's. More highly complex facilities or those who perform many "Non-routine" tasks may need to provide a header which reads "Uncontrolled after 48 hours" and a time/date stamp or some similar system to allow printing.

Carl-
 
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Roberto Carvajal

We are using Lotus Notes as our Tool for the Documentation System. But now, we are looking the possibility of using the Manufacturing System as a Media to Display, work instructions, customer specs, etc... instead of using a lot paperwork....

We are using Oracle as a database and a Network based system....



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