QHelp Document Control and ISO 9001 Any organisation wanting to achieve.First of all, document control is central to virtually every organization out there and has been for a while.A procedure is a specified way of carry out an activity or process. This number will always be the next Getting the books sample document control procedure now is not type of. Document Control Number The number assigned to a document when it is entered into the document register as a controlled document.4.In fact, some of the earliest examples of writing are of administrative nature, and correspond to the Jemdet Nasr period, an ancient culture from the southern Mesopotamia region. It is controlled according to the procedure for Control of Records TK-QP-102. 3.3 RECORD A record is a special type of document established to provide evidence of conformity to requirements.
![]() The shoemaker’s son always goes barefoot, right?This exactly is why I decided to take a deep dive into the subject of document control. An example would be: SWD-SOP-Integrated Software DevelopmentComing back to the present, document control represents a key aspect of ISO standards, which companies seek to adopt in order to demonstrate quality, reliability, and other important traits related to their products, services, and processes.Ironically, online documentation touching upon document control is scant, contradictory, and vague. Name refers to the actual file name. Where associated process can be abbreviated in capital letters and type refers to an abbreviation of the document type (see below). In other words: fertile soil for automation.But before we get there, let’s start with the basic concepts. Show how automation can improve processes related to document controlAfter all, tasks related to documentation can easily become repetitive, tedious, and costly. Explain the role of document controllers and document control systems Clarify the different acceptances and implications of document control Document Control Procedure Examples Plus The SetExamples of EDMS are:All things considered, a document control system can be regarded as the software products that an organization uses to manage documentation, plus the set of standards and procedures that derive in specific, recognizable workflows.Which are the best document control systems?There is no objective answer to this question. What is a document control system?Formally speaking, a document control system is a group of interrelated processes, workflows, and software products used in the production and management of documentation within an organization.However, the term is often used interchangeably for electronic document management systems (EDMS), which represent the systems employed to store, organize, manage, share, and track an organization’s files and documents.To complicate things a bit further, document management systems tend to be storage systems at their core. Some of the most popular include:Moreover, document storage software often represents the backbone of electronic document control systems (EDMS), and the cornerstone for most of the document control procedures that an organization adopts. There are countless software products built for this purpose. Document control examplesIt’s easier to understand the meaning of document control by referring to a number of widely-known examples.For instance, there are many apps that let you track and control the changes in a document, such as Google Docs.Storage is another aspect that is extremely easy to provide examples for. What is a document controller?Also known as a document control specialist, the document controller is responsible for ensuring document control procedures.The role can be internal or external more often than not, document controllers work for external certification bodies, helping companies comply with ISO standards and attain the corresponding certification.However, it is not rare for mid-sized and large organizations to hire document controllers. In such cases, document control must be in place in order to attain the desired certification. For example, a company merger is a scenario that demands extensive document control.The third answer touches upon specific and unavoidable requirements, such as ISO standards. Why do you need document control?There are many possible answers to this question, so let’s go step by step.The first one is quite simple: because it makes sense.Documentation is key in every single organization, and having apps and procedures to manage it will likely improve the quality of it, as well as the organization’s productivity and performance.The second answer is related to what an organization requires on a constant basis, or on a case-sensitive scenario. Pick the right software tools for document control Hence the importance of traceability and clear access points for documentation - if it can’t be accessed, traced, or demonstrated, you are witnessing a procedural failure.This said, there are five initiatives that can facilitate the task of maintaining document control: How do you maintain document control?Generally speaking, maintaining document control requires the organization to adhere to the procedures established for that purpose. Document creation and routingDocument templates are very useful for reporting tasks, and the process can be automated.With Integromat, you can automate the creation of documents from spreadsheet data (in the case below, from Airtable data, but you can use Excel or Google Sheets), and send it to the people who need to review it.This automation is available as a template, and it can be particularly useful to automate processes that require recurring reporting of dynamic data - for example, sales data. These represent just a fraction of what can be automated, but nonetheless are useful to get an idea of how document control automation works. Can document control be automated?Document control automation is a reality, although not every aspect of it can be effectively automated.While restrictions apply, countless processes and related tasks are easily automatable, and the tools to do so are readily available.I’ve decided to include a few examples of document control processes that you can automate using Integromat. How to make my computer fasterThe template below shows a simplified version of this: it creates copies of Google Drive files in Egnyte, a service that has been noted for its high-security standards.This way, you can forget about routine documentation backups, and leave it to an Integromat process humming in the background. In such cases, keeping a coherent, solid backup of all documentation going through those systems can be tricky - or not.With Integromat, you can automate the creation of backup documentation across multiple EDMS. Document backup and protectionAnother common occurrence among large companies is the use of multiple electronic document management software. For example, if your company relies on Dropbox, or FTP servers to keep backup versions of documents, you can use those apps instead of Google Drive.The result, in disregard of the article, will be controlled documents. That way, you can guarantee proper storage and traceability to the documentation that is sent over email.Needless to say, you can tweak this template to suit your needs.
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