Document Control

Electronic Document Control and Document Management Software

Document control and management is vitally important to any organization. It provides the means to share the correct information at the right time. Although this is a very desirable outcome, actually realizing these results is a significant challenge. To compound the challenges faced, business is continually changing with additional variables being introduced all the time (e.g., changes in staffing, changes in customer requirements, changes in management requirements, etc.). As a result, hundreds of hours are needlessly wasted managing the document management process including:

  • Inability to search and quickly find desired documents
  • Administering one “single source of truth” where all the latest and greatest versionof a document can be found
  • Managing to rigorous internal and external compliance requirements
  • Managing and tracking each change to documents
  • Using the wrong version of a document
  • Confusion due to the documents lack of consistency
  • Unauthorized changes made and used in day to day operations
  • Non-value added administration time in managing directories, files, and emails in order to coordinate the approval and distribution process.

Fortunately, there is help that is immediately available: CEBOS’ MQ1 Document Control and Management software solution. The software solution eliminates manual administration and distribution of documents by electronically automating the entire document management process, including: editing, routing, and approval. The system includes complete revision control and archival of previous versions, for an extensive audit trail of each file controlled. MQ1 ultimately acts as a central, single source repository for users, enabling access to the latest and greatest version of any stored file. MQ1 is an extremely versatile yet incredibly user friendly system, all while complying with critical business requirements and quality standards.

Benefits

  • Reduce time and effort by completely automating all aspects of the engineering change request process
  • Reduce time to create documents by easily starting from controlled template files to suit specific needs of different document types
  • Workflow Management Software reduces document control and management costs through automating the creation, distribution, and approval tasks in the document workflow process
  • Reduces time and dollars by automatically tracking and monitoring the status of any and all documents
  • Eliminates unnecessary costs, time and non-conformances arising from the use of incorrect documents by storing the latest version of documents in one central repository and securely controlling access
  • Eliminates time spent locating approved, in process and obsolete documents Ensures all quality requirements including: ISO 9000/9001ISO 13485, ISO 14000/14001, ISO 14971, ISO 17025, ISO 22000, HACCP, TS 16949; TL 9000; AS 9100; cGxP, 21 CFR Part 11, QSR Title 21 Part 820, A2LA, OHSAS 18001, and many more are met or exceeded.

 

Features

  • Maximize document security with the document vault functionality, preventing users from accessing documents through the “back door”
  • Complete user configurability in workflow creation and documentation categorization
  • Complete access to all documentation history including previous versions of the documentation to maintain an audit trail
  • Convert documentation to PDF format subsequent to approval, enabling users to preclude unauthorized printing, saving or copying of the documentation
  • Seamless integration with Intranets and/or public web sites is enabled by automated PDF file generation and virtual document storage locations
  • Prevent employees from making unauthorized changes and ensure that only the most recent revision is available for reference
  • Powerful search engines enable searching of the body text of the document itself and also allows keyword and parameter prompted searching of the meta data as well
  • Link documents to the MQ1™ Human Resources system, automatically generating training needs for each employee having that particular skill when the change on the document is significant enough to require training
  • Integrate electronic engineering change requests eliminating further manual document management and enhancing project collaboration
  • Define the order in which individuals receive document change approval and distribution notification according to their responsibilities and rank
  • Manuals enable the grouping and organization of related documents (drawings, references, procedures, etc.)
  • Filter and sort easily and quickly, for efficient document locating and printing
  • Batch change and replacement utilities enable multiple documents to be changed simultaneously and responsibilities to be re-assigned
  • Create multiple change records simultaneously, each change supporting a unique approval list
  • Control and automatically manage distribution of hard and electronic copies so users can be notified of revision level changes
  • View documents in their native format effortlessly with one mouse click
  • Increase efficiencies in the document change process by automatically tracking and graphically reporting trending analysis on key process metrics (e.g; change cycle times, individual approval timing, etc.)