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.