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Author Topic:   Document Database
AnnaMarie
Lurker (<10 Posts)

Posts: 8
From:Dublin, Ireland
Registered: Feb 2001

posted 21 May 2001 06:06 AM     Click Here to See the Profile for AnnaMarie   Click Here to Email AnnaMarie     Edit/Delete Message   Reply w/Quote
What do I have to include on a document database for document control please? Do I need direct links to each and every document, etc? Thank you for any reply.

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Al Dyer
Forum Wizard

Posts: 622
From:Lapeer, MI USA
Registered: Oct 2000

posted 21 May 2001 05:48 PM     Click Here to See the Profile for Al Dyer   Click Here to Email Al Dyer     Edit/Delete Message   Reply w/Quote
If you are using microsoft Access and can tell which version you are using I can send you an example.

If you can expand further about the details of your current document conrol systems I can give you a better answer.

ASD...

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Sam
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Posts: 244
From:
Registered: Sep 1999

posted 22 May 2001 09:46 AM     Click Here to See the Profile for Sam   Click Here to Email Sam     Edit/Delete Message   Reply w/Quote
Minimum Requirements:
1-Approval;
2-Revision status;
3-location;
4-Evidence that invalid/obsolete documents
have been removed;
5-Identification of obsolete documents retained for knowledge preservstion, if required.
Optional:
1-You may want to include customer data in the same database;
2-You may also want to include the document and data change history in your database.

And don't forget "and be readily available to preclude the use of . . . .

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Al Dyer
Forum Wizard

Posts: 622
From:Lapeer, MI USA
Registered: Oct 2000

posted 22 May 2001 07:28 PM     Click Here to See the Profile for Al Dyer   Click Here to Email Al Dyer     Edit/Delete Message   Reply w/Quote
AnnaMarie,

Don't hold me to the new ISO9k2k but for QS and TS there are no requirements for a database or master document list.

Saying that, I have always believed in keeping a document database that can generate a master report of current document revisions. My personal preference is an MS Access database designed for the specific needs of the individual company. (That is why I asked for more details on your current system)

By using Access I can generate reports that include:

Document Number
Document Revision
Document Revision Date
Document Approvals
Document Change Requests
Document Changes
Who Approved Document Changes
What The Change Was
New Revision Level
Distribution Lists
Obsolete Document Retrieval List
Current Document Status
Hyperlinks To Related Documents
Document Ownership
Revision History
Yearly Verification (outside specs)
Retention Requirements
Disposal Verification

The list goes on......

The general requirements are set forth in the text of the manuals, be creative and make it seamless for your organization.

ASD...

[This message has been edited by Al Dyer (edited 22 May 2001).]

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AnnaMarie
Lurker (<10 Posts)

Posts: 8
From:Dublin, Ireland
Registered: Feb 2001

posted 23 May 2001 04:21 AM     Click Here to See the Profile for AnnaMarie   Click Here to Email AnnaMarie     Edit/Delete Message   Reply w/Quote
Thanks Al and Sam for your replies. My current document control is really at it's early stages and it does not have to conform to ISO etc. What I have simply done, is to set up folders on our server and for the projects we are undertaking in the office, all correspondance, drawings, emails etc. go into these relevant folders and are available for viewing purposes to the general staff. I will scan in any hard copies and when the project is complete, I will then convert all files into PDF (if there's a real need).

Access 2000 is the version I use if you have any samples to forward.

Thanks again. Sorry for the delay in replying.

[This message has been edited by AnnaMarie (edited 23 May 2001).]

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Trakman
Lurker (<10 Posts)

Posts: 9
From:Markham, Ontario, Canada
Registered: Jun 2001

posted 22 June 2001 03:55 PM     Click Here to See the Profile for Trakman   Click Here to Email Trakman     Edit/Delete Message   Reply w/Quote
Hi AnnaMarie,

Good discussion;
w.r.t. the database; to facilitate changes i am seeking a method to show the relationship to higher and lower documents, preferably in the database for "one-stop-shopping". Some Product data management software packages do this, but I am looking for a simple method (cheap=keep boss happy...) without cluttering up the database page with lots of hyperlink fields.
Can anyone offer some suggestions?
Thanks and a big in advance!

(I am being inventive but gosh this one has me stumped! )

Trakman.

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