DOCUMENT CONTROL SOFTWARE

For the management of QM documents, the dls | eQMS can manage the three document categories ‘QM manual’, ‘Process instructions’ and ‘Work instructions’. These three document categories reproduce different hierarchical levels of the QM documentation. The QM manual includes universally valid documents such as policies, for example, and refers to the other two underlying hierarchy types for a detailed definition of operating instructions.

Document circulations (e.g. review, approval, release, training, setting effective) can be flexibly configured and adapted to your company requirements. The document circulation is linked to the document template; thus, a different document circulation could be defined for each template.

You can determine whether and which employees and/or employee profiles can be selected in each individual step. You can also determine whether a minimum or maximum number of people are involved in a step and specify a particular person/profile or make it mandatory.

Setting a document effective is always the last step in a document circulation and usually takes place automatically at the end of the scheduled training period. However, it is also possible to set documents manually effective.

In a document circulation, you can decide if you want to have a periodic review task sent. If a periodic review is planned, the releaser receives a date proposal based on the configuration (e.g. 2 years after the document has been set effective) and a periodic review task is sent appropriately in advance.

The task for the periodic review can be sent to different persons or activity profiles (e.g. reviewers, approvers, releasers).

Independently of the additional features in the ‘training management’, you can store a document distribution list on the basis of which the ‘Binding for list’ for a document is created. If document distribution is used, a first distribution list is specified in the document circulation. In the first distribution list, those employees are selected who will receive the task for the read-and-understood training after the document is released. In connection with the processing of this task, a sub-distribution option is available. The employee can distribute the document to other employees in connection with the read-and-understood training.

Document control improves the lifecycle of documents and records by ensuring that all documents and information are controlled systematically and efficiently. A DMS supports these processes by organising the entire lifecycle from the creation and archiving to the disposal of documents and records. This leads to improved documentation and seamless integration into the company’s quality management.

Document control is essential for the management of information and changes, as it ensures that all documents and information are correctly documented and monitored. With a DMS, changes and important records can be tracked seamlessly, which increases the quality of the information. This is crucial for reliable quality management and helps the company to ensure a high level of accuracy and consistency in its processes.

Document control contributes to the effective archiving and management of documents and records by implementing processes that ensure the correct handling and storage of all documents. A DMS enables companies to manage documents and information centrally, which simplifies archiving and management. This supports documentation and ensures that all documents are correctly controlled and available throughout their entire lifecycle.