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This thread is carried over and continued in the Current Elsmar Cove Forums 
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This thread is carried over and continued in the Current Elsmar Cove Forums
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 The New Elsmar Cove Forums
 Documentation
 Microsoft Word
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| Author | Topic: Microsoft Word |
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[email protected] unregistered |
posted 06 June 2001 11:26 AM
 
Is anyone using Microsoft Word for their documentation software? We are using it with file restrictions for people who only need to view and print forms. So far things are working. My concern is that down the road we will run into problems. We only have 25 employees. Thanks IP: Logged |
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Michael T Forum Contributor Posts: 16 |
posted 06 June 2001 01:37 PM
 
We use MS Word and MS Excel for our controlled documents. We generate hard copies for the shop floor as there are no computers out there. The files are on the mainframe with limited access and password protected (less than 25 people have access to the directory) and only three people know the passwords for the various documents. This seems to work well for us and we haven't run into any problems. What kind of problems do you foresee? Cheers! Mike IP: Logged |
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Graeme Forum Contributor Posts: 30 |
posted 06 June 2001 02:55 PM
I am using Microsoft Word and Excel for preparing documentation, forms and so on. When the work is approved and ready to post on the internal web site, I run it through Adobe Acrobat to produce a tamper-proof digitally signed version. That is the one that goes to the web page.
We are not yet registered, but our pre-registration audit is tomorrow and the "real" one is at the end of July. So far, nobody has found any problems with this. And I know there are commercial systems for sale that do essentially the same thing. ------------------ [This message has been edited by Graeme (edited 06 June 2001).] IP: Logged |
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Claes Gefvenberg Forum Contributor Posts: 23 |
posted 07 June 2001 07:09 AM
Hi, I use them too, without too much in the way of problems. We have a small number of controlled hardcopies and online access via our intranet to a writeprotected drive. One word of warning though: If you use hyperlinks between the documents you may run into problems if you move delete or change the documents names - i.e. "dead links". /Claes IP: Logged |
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Marilyn P Forum Contributor Posts: 14 |
posted 07 June 2001 09:50 AM
I used an MS Word and Excel on-line documentaton system for about 5 years with no problems. The files were set up as read only and hard copies were good for the date of printing only. The print date was on the bottom of all documents. As was mentioned ^^, there is some maintenance involved with the hyperlinks but this is the case with any format! It can work and it is cost effective. IP: Logged |
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Cheryl Forum Contributor Posts: 19 |
posted 12 June 2001 08:32 AM
We are a very large company with well over 1,000 procedures. Last year I moved our system from a manual to an electronic version utilizing Word and Excel. The files are posted on the shared network and are protected from use except for the Document Controllers and Management Rep. all others only have read only & print access. A footer has been added to the bottom of each procedure that reads, Reference copy only, original can be found at: file name & path. We as well use the link feature throughout - document masters - forms - attachments - reference documents - dept to dept - this feature allows for a numerous benefits. True the link can pose problems down the road but with a good base and knowledge of your trained controllers alot of this is avoided. IP: Logged |
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E Wall Forum Contributor Posts: 45 |
posted 12 June 2001 11:31 AM
We also use MS Word/Excel, but only 3 people have access to electronic file (QA Manager, QA Eng, and ISO Coord). Hardcopy of relevant Specs/WI in manuals (by Dept) on shop floor, Visual SOPs posted at equipment used. I've been working towards launching via intranet using Adobe Acrobat Reader. As Graeme mentioned, it is view only so no risk of tampering. Having electronic documents as read-only isn't secure. Anyone with some familiarization can circumvent that security prot, (a bit safer if the files are on network drive where they do not have write access). But either way a person can make changes and print them out, bypassing your security (even if you req signature on each page in doc ID block - can be forged). IP: Logged |
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Graeme Forum Contributor Posts: 30 |
posted 13 June 2001 01:07 PM
quote: True ... however, look at both the people and cost issues.
A reasonable level of security, especially to prevent accidental disruption or random low-level vandalism, is certainly desirable and wise. That is why, for example, only the Document Coordinator would have write access to a document folder on the network. But you should not need any higher level of protection for computer files than you currently give to paper documents or other corporate intellectual property. (After all, I could always copy and re-type a paper document, too! IP: Logged |
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E Wall Forum Contributor Posts: 45 |
posted 13 June 2001 02:47 PM
I was not approaching this as a 'trust issue' but rather a 'control issue' which is where the ISO focus tends to be directed. Our printed 'controlled copies' are identified by the special paper they are printed on (no extra $ compared to reg wht paper). Any 'white' copy is an uncontrolled document, Per our procedures it is specified that a Controlled Document is: "one that will be automatically replaced when the document is revised". An uncontrolled copy: "is not automatically replaced, and is to be used for short term reference only. It is then the associate's responsibility to check the document revision to ensure only the current version is being used". The trust is there and control is there, and the system is very cost effective. IP: Logged |
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barb butrym Forum Contributor Posts: 637 |
posted 14 June 2001 11:31 AM
for those who don't have a warm fuzzy in the trust area...export word into an adobe format for read only. All you need is 1 writer and readers are free...no license required for readers, and that eliminates the issues where not everyone is operating at the same rev of MSOffice , or worse, using a different word processor. Another idea is for non-network paperless systems, distribute a CD (rewriteable for updates?) or diskette,,,,, oops you guys already talked about adobe...missed that at first, when I skimmed the thread...... I personally trust the system..... [This message has been edited by barb butrym (edited 14 June 2001).] IP: Logged |
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