Preventing Photocopies of a Controlled Document

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sam_ck

#11
:)Yup, I think so. Thanks for the comment.
In a 'traditional' hard copy system, part of the reason why you also control the distribution is to overcome the problem you are facing now. I would check the illegally copied document to determine from which of the controlled copies did it originate from and then go after the person who holds that controlled copy. In other words, control should be centered around the few and known holders of the 'controlled' document.

Appears like a system problem to me.
 
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G

Geoff Withnell

#12
My advice is to use " sunset clause" for each paper document you use in the organization if copied or photocopied. They could be valid only for the day in course and each of them should have a stamp on it.
The problem with "sunset" clauses is that they do not address the issue of why the employee found it necessary to go around the system to get a copy of the document. They also do nothing to prevent someone from using a "sunset" document multiple days, because it is a pain to get a new one. It's not a compliance to standard issue! It's a system issue that you are not efficiently getting the correct, up-to-date information to the people who need it! Do that, and compliance is easy.

Geoff Withnell
 
B

Bill Pflanz

#13
You should be cautious about assuming why the person made an uncontrolled copy. I found an uncontrolled copy of a procedure that was in a truck loading station that was needed for reference. Since the official copy was at ground level in another building it made sense to have a copy there. Normally as an auditor I would not actively recommend a corrective action but the operations manager was ready to "re-train" his workers on documental control and that was the wrong solution. I suggested that a controlled copy be made of the procedure and kept on site for their use. The controlled copy became part of the regular controlled document list.

Bill Pflanz
 
G

Geoff Withnell

#14
You should be cautious about assuming why the person made an uncontrolled copy. I found an uncontrolled copy of a procedure that was in a truck loading station that was needed for reference. Since the official copy was at ground level in another building it made sense to have a copy there. Normally as an auditor I would not actively recommend a corrective action but the operations manager was ready to "re-train" his workers on documental control and that was the wrong solution. I suggested that a controlled copy be made of the procedure and kept on site for their use. The controlled copy became part of the regular controlled document list.

Bill Pflanz
Exactly! Get the information to the people who need it and location where it is needed.

Geoff Withnell
 
S

SpongeMouse

#15
i agree to all, most especially on re-orientations to all staff.

but to make things more secure, have all the controlled copy (if economically viable) distributed with watermarked logo or something.

another is the stamp "controlled copy", what we do is we litterary stamped all the controlled docs with RED ink, so any copy with just result in black or even colored copy will have a different result, but it will surely consume more time.

bottomline is the above mentioned... my 2 cents ;)
 
G

Geoff Withnell

#16
i agree to all, most especially on re-orientations to all staff.

but to make things more secure, have all the controlled copy (if economically viable) distributed with watermarked logo or something.

another is the stamp "controlled copy", what we do is we litterary stamped all the controlled docs with RED ink, so any copy with just result in black or even colored copy will have a different result, but it will surely consume more time.

bottomline is the above mentioned... my 2 cents ;)
Again, that does not address the issue of getting the information to the person who needs it. If the people who need the doc HAVE it, through the system, all these stamps, water marks, etc, etc ad infinitum ad nauseum are unnecessary. Photocopies of controlled documents occur because someone needs the information and can't easily get it through the official system. That is the issue that needs to be addressed.

Geoff Withnell
 
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S

SpongeMouse

#17
Again, that does not address the issue of getting the information to the person who needs it. If the people who need the doc HAVE it, through the system, all these stamps, water marks, etc, etc ad infinitum ad nauseum are unnecessary. Photocopies of controlled documents occur because someone needs the information and can't easily get it through the official system. That is the issue that needs to be addressed.

Geoff Withnell
i aggree, your correct. this is much better. thnx mate!:)
 
M

michaelrm

#18
All our controlled documents are stored in a database – and all staff have access to view documents (security is based on department and user groups set up in active directory) – all documents when viewed are stamped on the fly when presented to the user, if the document category defines that it is a controlled document and the user prints the document it stamps the document as a
“UN CONTROLLED COPY” before printing - all users who access documents etc. are logged and tracked as some internal documents like supplier agreements and estimation quotes need to be secure as we have a high turn over of staff and some are head hunted by our competitors.


Some print management photo copiers have the ability to set up and print water marks – Cannon etc. You may want to investigate this.
 

Wes Bucey

Quite Involved in Discussions
#19
All our controlled documents are stored in a database – and all staff have access to view documents (security is based on department and user groups set up in active directory) – all documents when viewed are stamped on the fly when presented to the user, if the document category defines that it is a controlled document and the user prints the document it stamps the document as a
“UN CONTROLLED COPY” before printing - all users who access documents etc. are logged and tracked as some internal documents like supplier agreements and estimation quotes need to be secure as we have a high turn over of staff and some are head hunted by our competitors.


Some print management photo copiers have the ability to set up and print water marks – Cannon etc. You may want to investigate this.
The point I see here is "security is deemed necessary by management" (i.e. not just because the technology is available.)

Most small outfits do not need super stringent security as long as they are reasonably assured folks who NEED the documents to perform work can get them when they need them without resorting to keeping a secret stash.
 
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