Documentation control

Benefits

Facilitates cooperation of those involved in document preparation. Ensures that everyone has current versions and avoids the use of outdated documentation.

  • Allows unattended execution of document approval and distribution process.
  • Facilitates training activities regarding document contents.
  • Facilitates maintenance of updated documents.

General Functionalities

  • Documentation control, including three possible statuses:
    • In progress: the document is under preparation
    • Current: the document is approved and is “In distribution” or has been distributed.
    • Outdated: the document has been declared outdated by a user or a document version has been declared outdated by ENAXIS (formerly ISOKEY) since a new version has been declared “Current”
  • Documentation version control: a correlative version number is assigned to the document as the different versions are generated, starting with the first number assigned when the document was created.
  • Change log: record of changes made to the document throughout the different versions.
  • Documentation review, approval and distribution workflow: unattended control for documents approval and distribution process based on pre-established policies. In each case, emails are sent to users notifying their pending documentary tasks and placing them as pending under “My Tasks”.
  • Notifications are repeated in case there is no response from those involved.
  • Classification and access to documentation by type (manuals, procedures, instructions, others) and by group (tree structure for documentation access).
  • Development Forum and Criticism Forum for every document: Development forum allows message and file exchange for its preparation and Criticism forum for new versions
  • Next review date control: a next review date can be established in order to schedule a task in order to maintain all documentation updated. The next review date can be set on a fixed date or a certain number of days after the document becomes effective.
  • Supports any file format (Word, PDF, Excel, AutoCAD, photographs, others) and supports multiple files per document
  • Functionality to determine which document files will be visible to recipients, there being files only visible to Managers, Reviewers and Approvers.
  • Access from flat lists or tree structures, with filters and word searches.
  • Relationships with other system elements (non-conformities, other documents, audits, indicators, others).
  • Actions Schedule for individuals who either belong or not to the area considered, establishing Responsible persons, Description and Expiration dates.
  • Online file viewer: It is possible to activate and configure a file viewer in order to control who can download and/or print each file. Downloads can be done in the original file formats or as automatically converted PDFs. In addition, different automatic watermarks can be defined, they will be displayed on the screen and will be stamped, if the file is printed or downloaded as PDF. One of the purposes of the file viewer is to prevent circulation of uncontrolled copies within organizations.

Modules of:
ISO Suite