In the newest webinar presented by IBS America, see how you can improve business efficiency by deploying an efficient Document Control System.
In these slides, we covered how to:
-Mitigate risks
-Reduce operational costs
-Improve customer satisfaction
-Improve audits
Organic Name Reactions for the students and aspirants of Chemistry12th.pptx
Why a Document Control System Makes Good Business Sense
1. Why a Document Control
System Makes Good
Business Sense
IBS America
THE PRODUCTIVITY ADVANTAGE
2. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 10 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE
3. Document Control…What to Think About
Risk Mitigation
Reduce Operational Costs
Improve Customer Satisfaction
Improve Audits
IBS Overview THE PRODUCTIVITY ADVANTAGE
4. Risk Mitigation (Definition)
Definition: Risk Mitigation covers efforts taken to reduce either the
probability or consequences of a threat.
These may range from physical measures (protective fences) to financial
measures (stockpiling cash, insurance).
Storage
Access
Security
IBS Overview THE PRODUCTIVITY ADVANTAGE
5. Operational Costs
Manual System SharePoint Costs
Time-Consuming Architect/Programming
Labor Intensive Costs
Difficult to track: Burden on IT
Change, Accountability, Audit Trail Maintenance
Training
IBS Overview THE PRODUCTIVITY ADVANTAGE
6. Customer Satisfaction
Customer Satisfaction is defined as
"the number of customers, or percentage
of total customers, whose reported
experience with a firm, its products, or its
services (ratings) exceeds specified
satisfaction goals."
Communication with Clients
Documentation of Issues
Fast Follow Up
IBS Overview THE PRODUCTIVITY ADVANTAGE
7. Are you Audit Ready?
Audits: The general definition of an audit is an evaluation of a person,
organization, system, process, enterprise, project or product. The term
most commonly refers to audits in accounting, but similar concepts also
exist in project management, quality management, and energy
conservation.
IBS Overview THE PRODUCTIVITY ADVANTAGE
10. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 10 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE
19. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 15 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE
Many of you in attendance, most likely already have some type of system in place to manage your documents . Today we’ll be talking about the key components that make up an effective Document Control system that will allow you to reduce risks, save money on your operational costs, improve customer satisfaction and offer you better audit results
What are some potential threats in the area of Document Management? Storage- if your documents are on laptops, there’s the risk that that laptop could be lost, stolen, or damaged at some point 2. Documents stored centrally on Windows network drives, once deleted, do not go into a recycle bin; they simply disappear. It that happens, you must go through the arduous task of retrieving them from your back up tapes. So it’s important that your documents are stored in a way that allows easy access to them, however, you want to be sure that you have a secure environment. So let’s talk about access-In your present situation, who has access to what at your company? Do you have a good handle on that? Do your employees have an easy way to get to the latest revision of your procedures, policies and work instructions? How are employees notified that there’s a new version of a document? You don’t want somebody on the shop-floor grabbing an out of date work instruction and building bad product or handing an auditor an out of date company policy. SECURITY-how secure are your documents? Are you able to control who has access to what? How do you ensure that company confidential information doesn’t get into the wron hands?
with a manual system it can be difficult to find documents quickly. The approval process is typically lengthy, and it can be hard to keep up with the ever changing standards and regulations. So you need to think about how long it’s currently taking for those activities to happen and what if, for example, you could find a document in seconds rather than minutes or hours? Is your system today as effective and efficient as it could be? In a moment, I’ll be handing the presentation over to Mary who will go into detail that will include more information about Sharepoint. Mary will be getting into the specifics in regards to the distinction and place for content management vs doc management vs doc control. What the differences are, etc. So for any project where you’re considering sharepoint as the tool, you must consider the associated costs.
This definition comes from Wikipedia. We all know it’s important to have good communication with our clients so we need to be sure that we have a system in place that tracks what’s going on with on with our customers, and to document any issues that they may be having and to communicate those issues to the appropriate parties for fast resolution and follow up. The last thing you want to have happen is to have complaints lost in email. If you have a system in place with reminders built in to get back to your client in a timely fashion you will most likely improve your customer satisfaction rating. I don’t know about you, but for me, even if there’s no quick fix to the problem, it’s reassuring to hear from the vendor that my issue is being looked at and that I’ll be kept abreast of the situation in a timely manner.
And my last slide here before I hand the presentation over to Mary is in regards to improving your audits. IBS is ISO 9001-2008 certified and Mary is our Management Rep for this. And Mary, correct me if I’m wrong, but it seems to me, over the years, that we’ve never been in panic mode prior to an audit because we have an audit ready system in place. (yes folks, we use our own software for our audits) So what does it mean to have an audit ready system? A system that can be audited anytime by anyone. Having a good Document Control system with an audit trail and that also works as an effective communication tool both internally and externally will assist you in achieving excellent audit results.