T
My company is starting up a document control/records management group and I've been given an opportunity to lead the effort. I was wondering if I could get any lessons learned or tips on what has worked well vs what hasn't on the following points. I've been reading through many of the posts on this forum and feel the experience here could be beneficial as I begin placing the steps for my company to start off in the right direction:
1) We're beginning off in a paper based filing/control system until we can procure an electronic management system. Is there anything I can do in this interim period to help create a more seamless migration from paper to computer? I don't want to create more red tape than necessary and am a firm believer in less is more and following the regulatory orders rather than creating petty internal regulations
2) I haven't begun collecting documentation for control as I want a clear outlined plan of who is responsible for what so all parties involved understand their scope and the end result. Have any been responsible for the daunting task of beginning the orderly collection and control of project documentation with a lack of system and staff at this time?
3) Quality Documentation Control and Configuration Management - we're in the process of reviewing previously established procedures, plans, and forms for our project use and will begin the creation, control, and maintenance of documentation organic to our company. I feel this is a prime opportunity to start out on the right foot so we're all working in the same direction.
If the topics are vague, I apologize up front. I'm trying to look at this in a big picture posture as I know this is going to be a large effort. Any assistance is appreciated.
1) We're beginning off in a paper based filing/control system until we can procure an electronic management system. Is there anything I can do in this interim period to help create a more seamless migration from paper to computer? I don't want to create more red tape than necessary and am a firm believer in less is more and following the regulatory orders rather than creating petty internal regulations
2) I haven't begun collecting documentation for control as I want a clear outlined plan of who is responsible for what so all parties involved understand their scope and the end result. Have any been responsible for the daunting task of beginning the orderly collection and control of project documentation with a lack of system and staff at this time?
3) Quality Documentation Control and Configuration Management - we're in the process of reviewing previously established procedures, plans, and forms for our project use and will begin the creation, control, and maintenance of documentation organic to our company. I feel this is a prime opportunity to start out on the right foot so we're all working in the same direction.
If the topics are vague, I apologize up front. I'm trying to look at this in a big picture posture as I know this is going to be a large effort. Any assistance is appreciated.
In my corporation, they have an excel spreadsheet set up as the Master List if you will. This had the document hyperlinked so you could access immediately, however filing system quite simple everything is filed in folders on the shared drive, it is broken down by plant location, then department, and then what type of document SOP, WI, OPL(one point lesson), VA(visual aid). We have the "document control center" set up as read only so no worries about accidentally deleting, I also have a tab on the spreadsheet that contains the archive documents as well.
glad you raised this question so the answers are bassed considering the potential additional requirements or best practices which could vary from sector to sector