What is the best Electronic Document Control Management System?

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S

szohar

#32
Re: What is the best Document Control Management System?

FYI: We ended up scrapping the SharePoint system that a third-party vendor built for us (long story, not shareable, don't ask), and we built our own system in-house, and it is working out *very* well - that project plus a few other major efforts have kept me away from this forum for quite a while, albeit for very happy reasons. Please note that our success was predicated on a few pre-existing conditions that many organizations might not share:

1. We already run most of our operations using an internal software package that is task-based and primarily role-based, so adding a new module that needed role-based tasking for approvals did not require setting up a new task-management process from scratch. Our operating software has an unusually flexible architecture in general (compared to most other organizational task-based software I've worked with in my twenty-mumble years of IT experience), so it is significantly easier to add different functional modules than it would be in many organizations.

2. We had recently developed our own internal electronic signature process within that operational software for reasons unrelated to EDCMS, so we were able to take advantage of that new functionality as well. We did not have the electronic signature process in place at the time we started getting serious about setting up an EDCMS, which factored strongly into our initial decision to go with an external solution.

3. We have a skilled and dedicated IT development team, thought it is small. A lot of organizations our size looking for an EDCMS do not have dedicated IT development resources.
 
L

LLIMA

#33
Does anyone knos such kind of Electronic Document Control Management System (EDCMS) in open source?

regards

Laerte Lima
 
D

David Hartman

#34
My requirements include (thanks to Wes post from awhile ago).

- easy search and retrieval (documents opening in a viewer, not the native application, documents include drawings, 3d models, flow chart, power points, word and excel documents, pictures)
- audit trial on revision and status
- workflow for approval
- group printing of documents
- multiple security levels
- security level setting for each document
- access to documents for web users (suppliers, customer and employees while traveling).
- reporting feature showing "workflow" status of documents.
In one company I worked for we used the company's intranet with a protected/dedicated drive and limited access folders for work in process, released, and archived documents. The documents themselves were created in either Word or Excel (which may have included some flowcharts from RFFlow). Work in process documents were maintained in their native format, Released documents were in .pdf format - as were the archived documents. The approval workflow was defined by title on the documents themselves, and all approval routing was via Outlook using voting buttons (copies of the emails and voting results were maintained in a folder by the document coordinator). Revisions to documents were highlighted within the document itself where applicable and noted in the Revision History maintained at the end of each document. A Master Index was maintained in the released documents folder listing the applicable revision and/or approval date and listed each document as a hyperlink to the applicable released document. All new or revised documents emailed for review contained a "Draft" header and no revision/release date.
 
D

Dubai_capi

#36
what about oracle-based forms and applications, how do we control them? we some time request the IT to change a form.. we do have document control procedure but we didint include these oracle based forms since they are integrated in the oracle system and thought the document control doesnt apply to it? am i right?

pls help.. we use the oracle system for our accounting processes and we barely use manual forms..everything is computeriesd..
 
S

szohar

#37
Dubai_capi:

Your post brings up a few questions, actually.

The first question becomes, what documents do you control? Every organization has to make that determination based upon that organization's operations and scope.

As an example, I work for a medical non-profit. Documents that are used directly in medical processes, or that are used in IT applications that support our medical processes, must be tracked in our controlled document system. Other documents do not have to be within that system, but we do keep a few other documents in the system because they are in general use.

Look at each Oracle form. Look at your organization's rules for which documents must be controlled. If any Oracle forms meet the criteria for mandatory inclusion in the controlled document system, then they must be included.

If your organization keeps other documents in the controlled system that do not fall within the criteria for mandatory inclusion, then you need to determine whether any of your Oracle forms are comparable to those other documents, and whether there is a strong justification for controlling any of those Oracle forms.

Until you have figured that much out, the question of HOW you control such documents is irrelevant.

If you do determine that at least one Oracle-based form must be controlled, THEN you need to figure out how to do so, and that's when you ask the question of how to control Oracle-based forms. I know nothing about Oracle-based form control - maybe other folks in this forum can address that question.

As far as controlling Oracle applications, that's a different story. You may need to control them - in fact, you probably should - but application and software control is usually handled very differently than document control, and that's also an area outside my expertise. In fact, you may be better off asking that question in a completely separate discussion.
 
M

martincrow

#38
Hi,
The basic Document Control Management System comes according to two criteria.
The first one is a software alone,which provide management of files in electronic format.
The second one is the Imaging System,which convert the paper document into the electronic format.
 

KIDDO

Involved In Discussions
#39
We are an automotive manufacturing company with a total of (5) sites, some registered to ISO 9001:2008 and others TS-16949. We have been using Q-Pulse now for a few years and it is user friendly and easy to maintain. We have never had any issues with document/record control. It includes modules for CAPA, Audits, Training, Suppliers and Analysis.

I am in no way associated with Gael (the company who provides the software).

Good luck!
Kiddo
 
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