MANAGED DOCUMENTATION OR FAMILIARISATION WITH DOCUMENTS
A document management application is essential for any company where it is important that employees are aware of the relevant documents and that there is a record to confirm such awareness.
Our solutions often find their way into companies applying ISO 9001 quality management systems (QMS). Other customers are companies with a modern and efficient approach to document management.
The application ensures the process of familiarisation with documents by the relevant employees and provides a detailed overview of the applicable directives, regulations or documents and the people who are to be familiarised or have already familiarised themselves with them.
ADVANTAGES OF MANAGED DOCUMENTATION
- Up-to-date documents in one place;
- Automatically send email alerts to relevant employees to familiarize them with the new document;
- Perfect overview of who has/ has not familiarised themselves with important documents;
- Application in companies applying ISO 9001 quality management system (QMS);
- Simple application management;
HOW DOES MANAGED DOCUMENTATION WORK?
Documentation management takes place primarily on SharePoint. This is where the relevant documents are stored in individual folders. For each folder, a group of people is simply defined who should be familiar with the documents.
If a new document is created in a folder, an email is sent to all employees who are to be familiar with it. The application provides a double check before sending the document for familiarization. This eliminates sending an email with a warning about a new document that, for example, was not ready, was put in the folder by mistake, etc. The administrator can therefore be sure to send the document notification when the document is actually ready to be viewed.
AS AN EMPLOYEE
An email alerting employees to the document to be reviewed will be sent to those who are in the folder to which the administrator has added the new document.
The email includes a link to a page where the employee confirms familiarity with the document and a link to a document where the employee, with one click, can download the document to their computer to read and familiarize themselves with the new information.
If multiple documents have been added by the administrator, employees will receive a notification to familiarize themselves with these documents in one email.
Each employee has the option to view an overview of the documents they have already become familiar with and an overview of the documents they are about to become familiar with in the application.
FROM THE POSITION OF ADMINISTRATOR
Our system automatically stores information about who has already read the directive. In the case of non-familiarization after a set period of time, it warns the person concerned and his/her superiors of the necessity of familiarization and confirmation.
The ISO manager or other senior manager has a system in which he can immediately see who has already familiarized himself with the documents and has, in addition to the assurance that employees are immediately informed about important regulations, an up-to-date list of all those who have familiarized themselves with the relevant documentation for possible control.
On the home page of the application, the manager can then see the directives that have been created recently and, conversely, those that are about to expire.
The application has been developed based on real experience from companies that have high demands on process assurance.
The application can also be used when hiring an employee. When a new employee is assigned, he or she will automatically receive a whole set of documents at once for familiarization. The system then monitors whether this has actually happened.
The Managed Documentation application can be complemented by the Document Approval application to automate the document approval process, or you can use it on its own.
However, we think that the combination of these two applications is just the bomb 😉