The document discusses challenges that quality management teams face with managing ISO documents, including organizing documents in a central repository, version control, scheduling reviews, and publishing approved documents. It proposes that using a combination of a document management system and workflow application can help address these issues. Specifically, it suggests that a document management system can handle version control and storage of documents while a workflow application can manage the review and approval process, with approved documents stored in the document management system.

1. PTI
Managing ISO Documents and Workflow
for ISO 9000, ISO 27000, ISO 14001

2. PTI
Some of the challenges that a QMS Officer or QMS
Teams may face are:
1. Central Document Repository
o A central storage for ISO related files is quite difficult to organize using the file system or a shared drive. It
requires a lot of discipline in terms of folders and document naming conventions. It also allows document
consumers to access old revisions that causes confusion.
2. Version control
o Digitize documents after 5 years and dispose them.
3. Review Scheduling
o Reviews can be scheduled on fixed intervals or annual calendars to make it more manageable. However, QMS
teams still need to deal with reviews affecting procedures and policies that are updated as a result of an
incident. Gathering and organizing a review session between all stakeholders involved is tedious process and
costs a lot of man-hours.
4. Publication or dissemination
o Publication of approved and updated procedures to a large document consumer group is quite a challenge.
Specially for organizations that have large work forces such as Manufacturing and Mining Companies.

3. PTI
 Having a combination of a Document Management System (DMS)
and a Workflow (WF) application can help with these issues.
 The Document Management System (DMS) takes care of all version
control, controlled access and storage of all QMS related documents.
 The workflow application (WF) handles the review and approval
routing of procedures and other documents. The end of the
workflow may be programmed to store the approved documents to
the DMS.
Possible Solution:

4. PTI
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