Using Document Control Software usually meets the ISO 9001 Standard Document Control Requirements. The document control requirements is one of the key elements of the ISO 9001 Standard requirements for achieving an effective quality management system. Without reliable control of procedures and records, a company’s QMS integrity will fail – as a practical business matter and as an auditable compliant system.

There are many solutions today for Documents control both manual and digital. In this article I will examine how one can achieve the requirements with digital solutions. Pay attention, we didn’t write software but a digital solution. Digital solution must not be a document control software

There are two kinds of documentations in organizations. The first is the ISO 9001 documentation requirements. For The second, (other than is required) the organization must identify and document “needed” processes (activities with inputs and outputs). Of course documentation should be appropriate for the size and type of the organization, the complexity and interaction of processes, and the competence of personnel. In other words, don’t go over your heads, you would regret it in the future. The purpose is not to turn the organization to be a secretary for the ISO 9001 Standard.

The first level of digital documents control

The first level of digital documents control over organizations is laid with its management systems. Management systems are software designed to support some of the working processes. The system can be an ERP system, a CRM system or any other system. As long that it documents the working processes. Within the system forms are implemented (screens). The system guides you to fill the correct information at the correct location. Eventually, the information is at the right place and time, organized and being controlled. Even distribution of the information is managed. This is what documents control is all about. So, when you are documenting your QMS and prepare yourself for the terrifying audit, any process that is included within the QMS and is documented via the management system – is covered. But you will have to mention it in the procedure. Don’t say I didn’t tell you.

Basic electronic systems

The most common digital way today is still using the local computer network and email systems for documents control. The Documents management is usually being realized when folders or directories are established and usually it is done locally (a department or a division). The documents are saved on the server for use. Sometimes the system administrator or maybe the quality manager requires that the document would be protected by any changes – the “read only” possibility. The types of documents are varying from forms, procedures, records, plans, work instruction, diagrams etc.

As for routing documents, the email as become the main communication channel. People send as attachments documents for review or for use.

Now, you may think that this is a digital documents control but in fact you only get digital documentation but no control what so ever! Why? First, when you save a document on the server it is actually a manual management and not a digital management. It is correct, the document is digital but the management is manually. The employee saves it in the folder and names the document. He has full control over it. God knows what he is capable of doing with it. Digital document management requires that the document would be submitted via the documents control management system. This way, the system is registering the document and then begins managing his lifecycle. Now, no employee of yours registers any document that he saves on the local net. Correct me if I am wrong.

Second, when you send an email with an attachment it is like exporting a document out of his system and into an individual independent lifecycle. The person who receives this attachment would probably save the massage with the document and whenever he would need it, he would brows through his mails the get the document. Everybody does it. He could make changes and you wouldn’t know anything about it. Tracking those documents, comments made by reviewers, and the final approval history are not automatically accessible in a manual email routing system (which are the common ones). Even if documents are sent through email, system administrators must manually track, update, and communicate the review they receive. To make it more clearly, it is an open loop system. Not to mention the ineffective storage results.

With digital document management system you won’t send the document but a link or any other trigger to access the document via the documents control management system.

Third, even when you save a document and you characterize it as “read only” – that prevents no one from saving the document on his computer, edit it and spread it throughout the organization. Again you are back to an open loop system. Sorry. O.K. Even with the strongest most sophisticated digital documents control management systems you can never, really, prevent that. No matter what anyone tells you. You are depending on your employee and his willing to follow ground rules to ensure regulatory compliance. At the end of the day, we are stuck with the human factor.

So with manual (as if – digital) document control we achieve three things: an open loop method for document management, a document exporting out of the loop and an independent lifecycle for documents. The three things the ISO 9001 Standard is trying to avoid.

waterproof document holder

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“No one believes me when I talk about this, but I’m really maternal,” the actress says in the new issue of W.

“I worry that because I’ve always wanted [kids] so much, as the world goes sometimes, I won’t be able to have them, even though I would be able to provide them with such an amazing environment,” Fox, 23, and is known for her perfection, except maybe for her, err, feet, says.

The Transformers star adds: “And you know, the people who hate kids and don’t want kids always end up having 50 of them.”

Fox does have a child in her life, however: Kassius, the seven-year-old son of her boyfriend actor Brian Austin Green. Although she and Green (together for five years) recently called off their engagement, they remain together, and share a home with Kassius.

The star — recently Razzie-nominated for worst actress of 2009 — confides that “I have no confidence, and because of that I’m always second-guessing myself.” For fear of reading harsh reviews of her acting and off-the-cuff comments, she avoids going online.

Save for a high school friend back in her native Florida, Fox counts few female friends — especially within Hollywood. “I especially don’t trust girls in this industry, because it’s incredibly competitive, and I’m just not interested,” she says.

But in revealing new interview, Megan Fox reveals a more vulnerable side by admitting she lacks self confidence and says she doesn’t look classy in underwear.

The many admirers of the 23-year-old actress may beg to differ – but it seems Megan has a very clear idea about what kind of look she evokes in a pair of smalls.

Her latest sponsors might not be impressed, but if they had read any other of her occasionally wacky comments they certainly couldn’t claim to be surprised.

Speaking to W magazine as part of a new photoshoot, the Transformers star said: ‘There are some women you could put in underwear and photograph them, and it looks really classy and it doesn’t necessarily provoke a pin-up image.

‘But with me it does, immediately, as soon as I”m in underwear. I’m a Vargas girl, she added referring to Alberto Vargas, a famous Peruvian painter of Sixties pin-up girls.

Megan, who has been dating former Beverley Hills 90210 boyfriend Brian Austin Green since 2004, also talked about her lack of confidence in acting and modelling.

She said: ‘My main weakness is nerves. I have no confidence, and because of that I’m always second-guessing myself.’

But something she is looking forward to is motherhood, revealing she also has a very maternal side.

‘No one believes me when I talk about this, but I’m really maternal,’ Fox said.

‘I worry that because I’ve always wanted [kids] so much, as the world goes sometimes, I won’t be able to have them, even though I would be able to provide them with such an amazing environment.’

When asked about trust in the film industry, Fox said: ‘I don’t trust people in this industry, but I especially don’t trust girls in this industry, because it’s incredibly competitive, and I’m just not interested.’

The actress’ next film will be the thriller Passion Play, which also stars Mickey Rourke, Bill Murray and Rhys Ifans.

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