W
We have identified a need to improved our document control system. Currently we create documents in Word (under an ECR/ECO system) and circulate via email for review using a document control coordinator. Approval is via vote buttons on the email distribution. We have a documentation pyramid with upper level documents requiring hand signatures. Superceded version are watermarked and archived. Once approved, the time window for training to new and revised documents is 30 days then the document becomes effective. The document is then posted to the Intranet for employee access (read-only).
Problem: Recent ISO system upgrades and new certifications resulted in overwhelming the document coordinator, delays in circulating and approving documents, uncoordinated changes to documents resulting in frequent rev. changes (we're going thru the alphabet rapidly), Intranet posting is jumbled, mixed levels of details and formatting in procedures, references to obsolete forms and SOP imbedded in documents, and mutany between manufacturing sites (selective applications of procedures)
.
We also desire to train the right people to the appropriate documents and track and document the training in a more efficient manner.
Is this an impossible dream?
Of the host of software programs on the market, can anyone recommend one that also links to training records?
Problem: Recent ISO system upgrades and new certifications resulted in overwhelming the document coordinator, delays in circulating and approving documents, uncoordinated changes to documents resulting in frequent rev. changes (we're going thru the alphabet rapidly), Intranet posting is jumbled, mixed levels of details and formatting in procedures, references to obsolete forms and SOP imbedded in documents, and mutany between manufacturing sites (selective applications of procedures)
.We also desire to train the right people to the appropriate documents and track and document the training in a more efficient manner.
Is this an impossible dream?
If you wish to set up a system for your site, the best approach in my opinion would be to use the good old Kepner Tregoe "decision analysis" methodology. You should first identify what capabilities you are seeking? you can then identify 5 to 10 vendors who claim they can meet those capabilities and work through the KT process to pick the best solution for your facility or at least narrow the list down a bit. Many vendors will set up live (or online) demonstrations of their products where you can evaluate the positive and negative aspects of each and get a feel for what to expect. You should then be able to arrive at the solution that works best for your facility.