Quality Magazine - April 2009 - (Page 38) | QUA LIT Y SO FTWA RE & A N A LY S I S | CONTROL GOES DIGITAL W hether implemented manually or digitally, document management and control is crucial for a management system’s success, helping organizations to maintain up-to-date business processes and procedures and satisfy ISO and customer requirements. When implemented digitally, however, organizations stand to fi nd relief from the error-prone and inefficient nature of manual systems. Document control software automates an organization’s standard processes, providing a structured revision process and documented audit trail. Many packages contain functionality that accommodate typical industry and regulatory requirements, helping keep an organization compliant through correct use of the application. DOCUMENT Today’s document control software transcends the domain of the management system, integrating with business systems for an enterprisewide document control solution. B Y STE V E WI C H E L E C K I , ASSI STAN T E D I TO R The software controls employee access and revision privileges to processes such as version control, approval, release control, distribution and print control. Each user is identified and provided with varying credentials that dictate the level of access granted by the system, helping to ensure that only correct documents are disseminated throughout an organization. “When they access the system,” says Steve Scott, chief technology officer of Powerway Inc. (Indianapolis), “users see a customized view of the document collection for the organization. Tools are provided to organize and search released documents by categories, topics, owners or other criteria.” Other tools allow participation in comment routes, approval routes and reviews, for example. Furthermore, some document control software packages allow the user to defi ne processes without programming. After user configuration, the TECH TIPS Document control software: Automates document control, ensuring that correct documentation is disseminated throughout an organization. Integrates with business systems, merging them with the management system for enterprisewide document control transparency. Eases compliance, satisfying ISO and industry document control requirements by virtue of its architecture. 38 QUALITY | April 2009 www.qualitymag.com http://www.qualitymag.com
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