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FSP-KL DC Presentation
This document discusses document management and control. It defines document management as the process of creating, distributing, and deleting documents within an organization. It explains that document control ensures only the most current versions are accessed and used, and tracks the overall status of documents. Benefits of document management include improved productivity, reduced costs, enhanced knowledge sharing, and transparency. It provides examples of manual, paper-based, and semi-manual document control methods, and outlines steps to implement a document control system, including creating an identification numbering system, master index, and relevant procedures. Workflows for receiving, quality checking, and distributing documents to consultants are presented.
FSP-KL DC Presentation
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- 2. What is theDocument Management? Document management is a process taken with document within an organization, with respect to the creation, distribution and deletion of documents. “Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents
- 3. Why need DocumentControl? How important it? Controlling documents ensures that access and use only the most current versions of documents Controlling and tracking what is overall status of documents Submittial. Saving all people time for finding/looking documents
- 4. Benefits of Document Management/Document control 1. Improve staff productivity 2. Reduce costs associated with manual document (if use server or other DC software) 3. Promote sharing of knowledge and information 4. Enhance corporate transparency all level of people
- 5. Do you knowwhere all of your important documents are located?
- 6. 3 Way forDocumented Manually Paper based Semi-Manually Common network to store/make available documents electronically Document Control Application ACONEX, Other DC software
- 7. Where do Istart and document it…..? 1. Create an Identification Number and versioning convention for your documents
- 8. What I dofor NEXT?? 2. Create a Master Index Database or spreadsheet Divide/delegate by process or department if it is too large to manage in a consolidated fashion Identify responsibility for the Master Index 3. Gather your documents Apply the document identifier Determine where all copies of the document are in use 4. Create a master document file Place the master into that file with all of the appropriate authorization and scheduled review signatures Apply the “Control” mechanism to controlled working copies of the master document
- 9. 5. Perform alldocument checks.. We want Quality Document in our system • Title • Document Identifier • Responsible Person/Position • Authorizer(s) • Distribution locations • Version Number/ Revision Number • Effective Date • Next Scheduled Review Date
- 10. 6. Create yourdocument processes Document Creation, Review & Approval Document Versioning, Distribution & Audit Document Change Document Archive
- 11. 7. Write relevantdocument control procedures including: How to write a procedure (templates, etc.) Assign an identification number Register the document on the Master Index Identify “Controlled” documents Set the target days for transmit document when you receive NSC transmittals.
- 12. Sample of Semi-Manualdocumented into system 1 2 3 4
- 13. Sample of Documentscontrol application
- 14. Work Flow forSubmission to Consultants when receive document from NSC Receive Documents Enter Details on RECEIPT & RETURN REGISTER Preparing Pre- indexing Data Sheet Document Scanning Document QC Manager/ QA/QC verified content Perform Quality checks of documents Upload & Send to Consultant
- 15. Work Flow forSubmission to Consultants when receive document from NSC Start Receive incoming documents from email/ by hand. etc Perform Quality Checks of the Documents? Does the incoming documents pass all quality Checks Manager/ QA/QC verify document content. Upload and Send to Consultants Yes Yes Send back to individual NSC No
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