Looking for Document Control software

G

Gert Sorensen

#1
Hi,

I am looking for a piece of software, that will allow me to have documents publicly available on an Intranet server, but will restrict access to the specific files to one user at a time. Have any of you got some suggestions or recommendations?

TIA :bigwave:
 
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GStough

Leader
Super Moderator
#2
Hi,

I am looking for a piece of software, that will allow me to have documents publicly available on an Intranet server, but will restrict access to the specific files to one user at a time. Have any of you got some suggestions or recommendations?

TIA :bigwave:
Hi Gert,

Have you looked at TrackWise by Sparta Systems? I'm not affiliated with them in any way, but I did take online web demo once and was very impressed with its features and flexibility.

I'm sure there are many others out there, but this one stands out in my memory of having everything I needed at the time (my boss didn't want to spend the money then to purchase it :( so I never actually got the opportunity to use it)....

Good luck with your search! :cfingers:
 

RoxaneB

Change Agent and Data Storyteller
Super Moderator
#3
Gert, have you read the associated threads (i.e., at the bottom of this thread) on document control software or done a search? There might be something in those of value to you.
 
G

Gert Sorensen

#4
Gert, have you read the associated threads (i.e., at the bottom of this thread) on document control software or done a search? There might be something in those of value to you.
Unfortunately, no. I have browsed through the threads (and the links), but my specific need is not adressed :(
 

RoxaneB

Change Agent and Data Storyteller
Super Moderator
#5
Unfortunately, no. I have browsed through the threads (and the links), but my specific need is not adressed :(
just because we haven't mentioned that aspect of functionality in the discussed softwares doesn't mean it doesn't exist. To be honest, I dont think QSI restricts read-access to one user at a time. It does, however, restrict editing rights to one person within a document (i.e., 2 people can not be editing a document at the same time - however, if Person A puts the document into edit mode, saves and exits, Person B can go in afterward and continue the edit...assuming both have access rights to that document).

However, with the amount of document control software mentioned, you could perhaps contact the individual organizations to find out if they meet your needs....or contact the posters who mentioned the software.
 
G

Gert Sorensen

#6
just because we haven't mentioned that aspect of functionality in the discussed softwares doesn't mean it doesn't exist. To be honest, I dont think QSI restricts read-access to one user at a time. It does, however, restrict editing rights to one person within a document (i.e., 2 people can not be editing a document at the same time - however, if Person A puts the document into edit mode, saves and exits, Person B can go in afterward and continue the edit...assuming both have access rights to that document).

However, with the amount of document control software mentioned, you could perhaps contact the individual organizations to find out if they meet your needs....or contact the posters who mentioned the software.
My specific need arises from a copyright issue. We host our ISO standards on an intranet, and if they are available for multiple users to access simultaneously then we need to pay a license fee for the standards (on top of the price of the standard :mad: ). However, if only one user can access the file at a time, then it is considered to be one standard as opposed to multiple standards (confusing and annoying). The license fee is so expensive that words fail me.....:whip:

So, ordinary QMS and Doc.control software just doesn't do the trick, and I have been searching at a gazillion websites to find a solution, that is available and at least reasonably priced.
 
C

chergh - 2008

#7
I wouldn't worry to much about it to be honest. The copyright holders are unlikely to come and inspect your facility and why should you have to spend more money to protect their copyright.

I have ISO standards etc on my website. I don't blatantly breach copyright on them and have disabled print and save functions on them however I don't have an effective method to stop more than 1 person viewing the document at one time. I do what I can to respect the copyright but IMO if the copyright holders want to strictly enforce that only one person may view the document at a time then they need to provide a method to enable me to do this.
 
G

Gert Sorensen

#8
I wouldn't worry to much about it to be honest. The copyright holders are unlikely to come and inspect your facility and why should you have to spend more money to protect their copyright.
Guess who owns our Notifying Body? :notme:

I have ISO standards etc on my website. I don't blatantly breach copyright on them and have disabled print and save functions on them however I don't have an effective method to stop more than 1 person viewing the document at one time. I do what I can to respect the copyright but IMO if the copyright holders want to strictly enforce that only one person may view the document at a time then they need to provide a method to enable me to do this.
I could not agree more, but logic and reason does not seem to matter much...:biglaugh:
 
#9
I am looking for a piece of software, that will allow me to have documents publicly available on an Intranet server, but will restrict access to the specific files to one user at a time.
Unusual requirement, so I see your problem. It may prove difficult to find an off the shelf solution to that one.

How many users will actually need access to the standards? One thing you could do is to limit access to the concerned web pages to but a few users. Would that save you any money compared to allowing the entire company to access them?

Failing that, I suppose you could put the documents in a database set up to allow only one user/document. If you want access via the intranet I guess you would still need some kind of script to handle that database.

I wonder if it wouldn't be cheaper at the end of the day to get multi user licences, instead of going through all this hazzle though?

Given the circumstances, perhaps the best option would be to keep the concerned standards off the intranet alltogether?

/Claes
 
G

Gert Sorensen

#10
Unusual requirement, so I see your problem. It may prove difficult to find an off the shelf solution to that one.
Yup!

How many users will actually need access to the standards? One thing you could do is to limit access to the concerned web pages to but a few users. Would that save you any money compared to allowing the entire company to access them?
Let's be honest, this is ISO standards. Who, except you and I, read those :lmao: Seriously, a total of about 15-20 users need access to the documents.

Failing that, I suppose you could put the documents in a database set up to allow only one user/document. If you want access via the intranet I guess you would still need some kind of script to handle that database.
We don't have a computer programmer (or computer literate person) on the payroll.

I wonder if it wouldn't be cheaper at the end of the day to get multi user licences, instead of going through all this hazzle though?
The yearly license fee is about 65€. The average price when you buy a standard is about 40€. Go figure :bonk:

Given the circumstances, perhaps the best option would be to keep the concerned standards off the intranet alltogether?
We have to keep just around 200 (two hundred!) standards up to date. Document management is killing us :nope: :nopity:
 
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