Tell me about Documentation Systems

I

ichigo

#1
anyone know a good documentation system? documenation process? from formulation to record keeping?

thanks,
ichigo
 
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Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#2
What is your business?
How big is your company?
What do you make?
What documentation do you currently have, or are you a new startup company?
Are you paper based or do you have computers?
If you have computers, are they networked?
What software do you currently have?

The questions above are the beginning of what must be considered when you are deciding how to set up or change a document control system.

Since this is a very frequent, and extremely basic, question, and I assume you have taken some time to read through some of the existing discussion threads on documentation systems. To give you an answer we will need to know many more details about your specific situation.

If you haven't already done so, I suggest you look through the many existing discussion threads and see if there is existing information that can help you: For example, here are some existing discussion threads: Documentation Systems discussions and Document Control discussions

You might even want to follow this current discussion thread: Develop a Document Control System - Six Sigma Project for another slant on developing a document control system.

The same questions have to be asked with respect to control of records. While the systems may be integrated, each system can impact the other so if they're integrated you have different needs and requirements than if they are separate.

If you have more specific questions, and will answer the questions above, we can better give you an answer.
 
I

ichigo

#3
thanks marc

I am working for the IT department of a shipping and transport company. We are just starting on documentation of our policies and procdures. i was tasked to introduce a documentation concept, procedure and system. and yes, our computers are networked.

i'll check out the other links you recommended.

can you recommend any software program that will fit our needs for centralized documentation, routing and distribution?

thanks again :D
 
Q

qualitychic

#5
Since your computers are all network, it makes it easier.

Actually how your want to implement it depends on the budget that your company gives you.

For the companies who are cost conscious, you can do it simply by using what you already have. Basically, I would recommend the IT department to assign a specific folder in the network for the ISO documentation. This is where allt he ISO documentation will be stored. You will allow read-only access for everyone. The only individuals who have full access will be the appointed document controller.

Within the ISO documentation folder, the document controller should create sub folders to differentiate between quality manual, procedures, work instructions, and form. Then, within each folder, they should have subfolders for current document, obsolete document, and also 'waiting for review/approval' folder.

What I would strongly recommend is that the doc controller to create a master document list in an excel spreadsheet that has a hyperlinked to all the most current revision documents. Then, make a shortcut on the desktop for all employees to this excel spreadsheet. Basically, all other employees will have access to the latest revision document by simply clicking on the hyperlink on the spreadsheet.

That's what I would do.
 

Douglas E. Purdy

Quite Involved in Discussions
#6
anyone know a good documentation system? documenation process? from formulation to record keeping?

thanks,
ichigo
ichigo,

Attached is a paper that I have developed through the years of developing Quality Management Systems, that gives some theoretical background as well as some practical documentation controls. In most cases I was not working with a Information System like you are searching for, but you may get some understanding of documented Quality Management Systems.

Respectfully Submitted,
Doug
 

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