Allen I had to do something similar in a medical devices company I worked for. We used a matrix to define the software in use and how we controlled it. On the first page of the matrix we defined all the software we used. Ours were: Custom, Off the shelf but customized, firmware, templates, and Off the Shelf packages.
For each type we defined what we were using, for example:
Custom: Application specific test software
Off the shelf but customized: Our enterprise management system
firmware: EPROM, PAL, and microprocessor applications
templates: CNC programs, label makers, FPGAs
Off the Shelf: Access, Excel, etc.
Then in the second page of the matrix, we defined what documentation was needed for each. We broke each type of software into high or low risk factors to our end product and the defined what documentation was needed for each, For example: A unique design file with risk analysis, a protocol, configuration control, desk validation or system validation.
This was the easiest way we could find to define what we were using and how it would need to be controlled.
Hope that helps. There are certainly more complex systems in use, but I sense that your system is pretty simple.
