Document Control
FSP-KL Project
What is the Document
Management?
Document management is a process taken with
document within an organization, with respect to the
creation, distribution and deletion of documents.
“Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents
Why need Document Control?
How important it?
Controlling documents ensures that access and use only
the most current versions of documents
Controlling and tracking what is overall status of
documents Submittial.
Saving all people time for finding/looking documents
Benefits of Document
Management/ Document control
1. Improve staff productivity
2. Reduce costs associated with manual document (if
use server or other DC software)
3. Promote sharing of knowledge and information
4. Enhance corporate transparency all level of people
Do you know where all of your
important documents are
located?
3 Way for Documented
Manually
Paper based
Semi-Manually
Common network to store/make available documents electronically
Document Control Application
ACONEX, Other DC software
Where do I start and
document it…..?
1. Create an Identification Number and versioning
convention for your documents
What I do for NEXT??
2. Create a Master Index
Database or spreadsheet
Divide/delegate by process or department if it is too large to manage in a consolidated fashion
Identify responsibility for the Master Index
3. Gather your documents
Apply the document identifier
Determine where all copies of the document are in use
4. Create a master document file
Place the master into that file with all of the appropriate authorization and scheduled review signatures
Apply the “Control” mechanism to controlled working copies of the master document
5. Perform all document checks.. We
want Quality Document in our
system
• Title
• Document Identifier
• Responsible Person/Position
• Authorizer(s)
• Distribution locations
• Version Number/ Revision Number
• Effective Date
• Next Scheduled Review Date
6. Create your document
processes Document Creation, Review & Approval
Document Versioning, Distribution & Audit
Document Change
Document Archive
7. Write relevant document control procedures including: How to write a procedure
(templates, etc.)
Assign an identification number
Register the document on the Master Index
Identify “Controlled” documents
Set the target days for transmit document when you receive NSC transmittals.
Sample of Semi-Manual documented into system
1
2
3
4
Sample of Documents control application
Work Flow for Submission to Consultants
when receive document from NSCReceive
DocumentsEnter Details on RECEIPT &
RETURN REGISTER
Preparing Pre- indexing
Data Sheet
Document
Scanning
Document
QC
Manager/ QA/QC
verified content
Perform
Quality
checks of
documents
Upload &
Send to
Consultant
Work Flow for Submission to Consultants
when receive document from NSC
Start
Receive incoming documents from email/ by hand.
etc
Perform Quality Checks of the Documents?
Does the incoming
documents pass all
quality Checks
Manager/ QA/QC verify
document content.
Upload and Send to
Consultants
Yes Yes
Send back to individual
NSC
No
Work as TEAM
Thank you
Q & A
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