posted 22 March 2001 10:49 AM               

The problem here is that each company has a different structure and document layout. What you put on each to some degree depends upon what the others have. I wouldn't over complicate the documentation structure.

1. Scope ö provide control of documents that meets ISO element 5.5.6 standards. Develop policy and requirements for data base location, document format, security, responsibilities and standards for the creation and maintenance of a document control system.

2. Objectives ö
a) Conduct departmental Documentation Sweep of all employees, databases, cabinets, etc. to identify type of documents, location, ownership, format.
b) Determine the quickest and most efficient procedures to create a controlled database of documents by department.
c) Identify resources needed to accomplish the conversion to of a controlled data base.
d) Obtain consensus and support of decisions from senior management, department managers and the ISO 9000 consultant.
e) Insure that the final solution will not delay the date of Pre-Assessment, 10-26-00.

3. Allowable Software - XXXXXX should only be using Microsoft products to produce its documents. This would include the following software:
Word Processing - Microsoft Word
Spreadsheet - Microsoft Excel
Data Bases - Microsoft Access
Gantt Charts - Microsoft Project
Presentations - Microsoft PowerPoint
Flow Charting - Visio (now owned by Microsoft)

4. Other Software - many documents used at XXXX exist in Lotus, PageMaker, etc. formats that came from California and other locations. Accordingly, we will need to:

a) Documents that are not Microsoft and are currently being used will need to be re-typed into the appropriate Microsoft application.

b) Old, previous versions of documents not done in a Microsoft will not have to be converted.

c) Non-Microsoft documents from external sources (i.e., Miami or Atlanta) will be analyzed for conversion on a case by case basis.

5. Standard Header/Footer ö this will be outlined for each particular Microsoft application below.

a) Word - IS will develop a template form which will include a macro which will automatically create or update a footer with Document name and path; page numbers; person who authored the document; date created; person who revised the document; date revised. No header specs are needed for Word.

b) Excel - IS will develop a template form which will include a macro which will automatically create or update a footer with Document name and path; page numbers; person who authored the document; date created; person who revised the document; date revised. No header specs are needed for Excel.

c) Visio - IS will develop a template form which will include a macro which will automatically create or update a footer with Document name and path; page numbers; person who authored the document; date created; date revised. The person who revised the document will have a Îpop upâ request for this to be manually entered. No header specs are needed for Visio.

d) Project - IS will develop a template form which will include a macro which will automatically create or update a footer with the person who authored the document & page numbers. All of the other data will have a Îpop upâ request for this information to be manually entered: file name and path; create date; person who revised the document; revision date. No header specs are needed for Project.

6. Converting Documents - XXXXX will follow these conversion steps:

Prior to the 10/26/00 Pre-Assessment by the Registrar:

a) Microsoft documents that are currently being used will need to be updated to meet these ISO standards on the next document revision.

b) When a document is revised, it must be converted to the appropriate standards established in this memo. Starting on 8/14/00, documents created or revised must be done according to the new standards.

After the 11/30/00 Assessment by the Registrar:

c) Every item, Microsoft or not, must be converted to the new standards by the next surveillance audit by the Registrar scheduled to be done on or about 6/01/01.

7. Paper Only documents - Any document that is currently being used and is only in a paper format with no corresponding data base existence will have to be created using the new standards prior to 10/16/00.

8. Document File Name & Path - XXXX will adhere to the following naming convention:

Q:\DOCS\DE\documentname.ext

Where: Q is the drive to store and maintain all controlled documents by department.
DOCS is the library name for all controlled documentation.
DE is the two character department name established by management.
Documentname is the unrestricted name of document, which could include a document number and/or document version number.
Document Extension is the software extension name.

9. Security - departmental staff members will only be able to query those items within their respective ÎQâ drives. The Q drive will be set up with the following configuration and permissions:

Department Name Dept.
Code Staff who can create, revise & delete from the Q:\DOCS library

Note: staff in bold letters are designated ISO reps for Control of Documents outlined in item #11.

10. Documentation Log - a master log of all items under document control must be maintained
in the attached spreadsheet that contains: Document name and path; Document description;
Responsibility; Date created; Date revised; Approved by; Distribution list. This spreadsheet will
catalog all controlled documents regardless of their location or format.

posted 22 March 2001 03:56 PM              

Ak