25
p a p e r t i g e r s o f t w a r e p a p e r t i g e r s o f t w a r e on Document Control ...Things are a lot scarier in the dark Shed light …and cut the Monster down to size .
p a p e r t i g e r s o f t w a r e p a p e r t i g e r s o f t w a r e
on Document Control
...Things are a lot scarier in the dark
Shed light…and cut the Monster down to size
.
Document Control Management - DOC
S O F T W A R E L T D
T I G E RP A P E R
WEBSITE www.papertigerxt.com EMAIL [email protected]
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
1 To move to the NEXT slide - click anywhere on the screen with your mouse cursor
To move to the PREVIOUS slide - press ‘P’ twice (not operational if you are running demo over the web)
To QUIT the presentation - press the ‘ESC’ key (or the Back key if you are running demo over the web)
This sign will appear at the bottom right hand corner of each slide to show when it is COMPLETE.
2
3
X
X
DEMONSTRATION INSTRUCTIONS
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
DocumentationFirst corner
stone
TrainingSecond corner
stone
Corrective Action
Third corner stone
These three corner stones form the foundation for all systems of gradual improvement. They make a solid base to build a QA, RISK, ESH or other compliance management system. Without them any system will fail.
Simple but true
Corner stones
First corner stone: Manage with Paper Tiger Document Control Module
Second corner stone: Manage with Paper Tiger Training management module
Third corner stone: Manage with Paper Tiger CQM – corrective Action module or the ESH module
In this slideshow we will demonstrate the First corner stone: The Paper Tiger Document Control Module
X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
CDocumentation is a Corner Stone for Business, Quality, ESH and many other systems. Take away the corner stone and the organisation starts to crumble.
Document control is a proven way to retain up to date intellectual property and make certain that staff act in a uniform way - be it managerial, operational, ethical…
Many processes and operations have been developed empirically over time. These form a large part of an organisation’s intellectual property. If not documented and kept up to date, that property resides with your staff - not the organisation.
DOCUMENT CONTROL - A CORNER STONE SYSTEM
How would your organisation cope if
your key staff did not return to work on Monday morning?
Not very well?Take heart – you are
not alone!
And it ensures continuity!
Paper Tiger Document Control module is not a simple Document management system but a true Document Control system. It actively tells document users when a document they use has changed or been made obsolete, it tracks when related documents have changed and it calls for refresher training (and list who shall receive it) when a training document has changed.
The Paper Tiger approach to document control works in large and small organisations – Electronic or Hard copy distribution or any mix thereof.
X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
X
DOCUMENT CONTROL
WHO NEEDS IT?
The Document Control Process has the potential to be very disorganised, chaotic and difficult to manage!
Managed documents created, updated and distributed without controls, will get lost, become out-of-date, obsolete, untraceable, mixed with unauthorised versions. In short, they will become a problem rather than a solution.
WHEN was it sent?
WHEN was it received?WHO has the document?
WHO is it from?
WHAT does it relate to?
WHAT does it reference?WHO will review it?
WHEN will it be reviewed?WHERE is it located?
To enable people in an organisation to pull the same way, everybody must know about and have access to the SAME policies, procedures, manuals, pricelists, instructions...
PROCEDURES
DRAWINGS
SPECIFICATIONS
PRICE-LISTS
Paper & electronic, internal & external distribution
PICTURES
MANUALSWHAT is it about?
Any type of document can be managed To effectively
manage controlled documents you
NEED TO KNOW
Paper Tiger will ORGANISE this information and create a clear
and simple management system of distribution, references and review. Paper Tiger manages
information about each document and it’s uses. It links the document to auditing and
training and triggers redistribution and refresher training when a document is
updated or changed.
DOES YOUR ORGANISATION NEED IT??
SAMPLES…
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C DOCUMENT CONTROL
Information about the document itself
References to other documents and standards
Documents and processes used in training
THE DOCUMENT CONTROL MODULE
MANAGES…
Documents and standards used in auditing
The document approval process
The Document Control module in Paper Tiger manages the document management processes and integrates with other Paper Tiger modules.
X
Distribution to document users
Information about all document users
DOCUMENT CONTROL is the art of MANAGING and SYNCHRONIZING DISTRIBUTED and SHARED documents Documents are NOT
stored in Paper Tiger - only critical information about each document is kept in Paper Tiger. Thus any type of document in any format can be managed. Hard or electronic copy, samples, pictures - anything that conveys information and is distributed in a controlled manner can be managed using Paper Tiger.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
Recipients receive a PERSONAL INDEX which lists only documents issued to them…
and a TRANSMITTAL NOTICE which lists the new or updated documents being issued to them at the current time.
DOCUMENT CONTROL
A DOCUMENT... Is CREATED in your organisation
…it is PREPARED for distribution to recipients
& CONTINUES to be generated until the notice has been returned
Has the TRANSMITTAL NOTICE been returned?
DETAILS are entered into Paper Tiger and the
distribution loop is closed
...and DISTRIBUTED on a needs basis
A REMINDER NOTICE is generated...
It’s details are ENTERED into Paper Tiger...
YES
NO
Two notices are sent to recipients to confirm and
remind them of which documents they have
received.
The Transmittal notice has to be signed off and
returned to show that the document has been
received thus creating tangible proof of receipt..
Paper Tiger monitors the status of the document
distribution loop until it is closed.
X
CLICK to continue
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
ACCESSING THE DOCUMENT CONTROL
MENU
Entering Document Details into the System
Document Control : A Step-by-Step Guide
The Menu is divided into three sections...
Click this Icon in the Back Office to open the Document Control Menu.
The main DOCUMENT
CONTROL functions.
1
The UTILITIES section.
2
The STATUS section.
3
The Master Documents icon takes you to a screen where you create the unique records required to control each document. Click to open the screen
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
THIS SCREEN TELLS YOU
The Master Document Form
Document Control : A Step-by-Step Guide
The Document’s name & identification...
Where to find it...
When it was created, updated and reviewed...
Which version it is...
Who approves it...
What it is about...
Is it to be audited or used in training...
Which other documents makes references to it.
The Location fields can be hyperlinked to the document or
intranet site where the document is located. Click the
hyperlink and the document will open. Paper Tiger can also link to Microsoft Share Point using
the hyperlinks.
Data like authorisers, locations, subject areas are available in the user defined drop down menus for quick selections. X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
Click this Icon in the Master Documents Screen to open the Document Distribution Screen - where distribution is set up for each document .
PAPER TIGER MANAGES THE DISTRIBUTION OF
EACH DOCUMENT
The Document Distribution Screen
Document Control : A Step-by-Step Guide
The screen is divided into three sections.
Details of the DOCUMENT itself
Details of the RECIPIENTS
Access to CONFIRMATION
& Recipient screens
1
2
3
Recipients can be Manuals, Positions eg Production Manager, Locations like
“Cafeteria notice board” but should not be individuals.
Documents are distributed on a needs basis. A machine operator may only need 10 or 15 SOP’s and other instructions, A supervisor maybe 50 and the department manager perhaps 100. The key is to only distribute documents that are relevant to each position. Paper Tiger will keep each recipient informed on changes or obsolescence of any document distributed to them (as well as generate retraining reminders for any person trained in any changed document). Paper Tiger is a document control system – keeping recipients and trainees current with changes and updates is the main difference between a document control and a document management system. X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
WITH PAPER TIGER YOU CAN DISTRIBUTE DOCUMENTS AS
HARD OR ELECTRONIC COPY - OR BOTH, INTERNALLY OR
EXTERNALLY TO CUSTOMERS AND SUPPLIERS.
Distributing the Document
Document Control : A Step-by-Step Guide
You can SELECT the recipients of the document using Drop-Down menus...
Once the document is distributed - it is
CONFIRMED in Paper Tiger that it has actually been
DISTRIBUTED.
UPDATE and ADD recipients as necessary
Distribution is confirmed in this screen by a single
mouse click. By document or en masse.
Distribution can be by document - eg select a document and then select all recipients of that document ORBy Recipient - eg select a recipient and then select all documents to be distributed to that recipient OR any mix of the two.
Distribution can also be duplicated so that one recipient will get the same documents as another recipient or one document gets the same distribution as another document. Saves time and effort
Each distributed Document is accompanied by a TRANSMITTAL NOTICE and a PERSONAL INDEX.
Optionally Paper Tiger can confirm distribution automatically when the transmittal notice is printed.
X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C The Transmittal - Withdrawal Notice
Document Control : A Step-by-Step Guide
A TRANSMITTAL- WITHDRAWAL NOTICE SHOWS
WHAT A PARTICULAR RECIPIENT WILL RECEIVE ON
A GIVEN DAY.
Today, Dover Smith received notification of one updated
document and one obsolete document. He also received a
copy of the actual document and a personalised index for his
manualNow, he has to SIGN this form
and RETURN it to you - the document controller - so that you
know and he knows he has received it.
The purpose of these notices is to make sure recipients are up to
date on any changes concerning their job. And to PROVE that
people actually has received what you sent.
The form requests Dover to DESTROY the obsolete or
superseded documents in his manual. This is critical to prevent obsolete or old
versions of documents from circulating. You can change
the text and ask him to RETURN the superseded
documents with the transmittal notice.
CLICK to continue
X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C The Personal Index
Document Control : A Step-by-Step Guide
A PERSONAL INDEX LIST ALL DOCUMENTS ISSUED
TO A RECIPIENT
This one shows every document issued to
Distribution Manual 4
Document VERSION and when each document was
last updated are shown.
Receiving a fresh index every time a document is issued or re-issued makes it easy to check that the documents in the manual are current.
It also shows any obsolete documents that has yet to be
acknowledged as having been removed from
Distribution Manual 4
X
New or updated documents are marked with a star.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C Recording returned notices – closing the loop
Document Control : A Step-by-Step Guide
X
All documents sent out are shown here
Click this Icon in the Document Distribution Menu to open the Acknowledge Screen - where returned Transmittal and Withdrawal notices are recorded
Once clicked the document will disappear from the screen. The distribution loop is now
closed and no further action is required..
To acknowledge return of the signed Transmittal or
Withdrawal Notice - click this tick box
...and Paper Tiger will enter this date in the received date
field.
Recording returned transmittal and withdrawal notices in the document
control module is simple and fast.
Existing dates in the Received date box shows the dates of the previous distribution.
BUT Electronic Recipients receive Transmittal notices only (hard or soft copy) - listing updated and new documents “issued” to them. They need to look up changes on server/intranet, sign and return the transmittal notice. Click to continue
WHAT ABOUT ELECTRONIC DISTRIBUTION?
Is SETUP exactly as hard copy distribution - on a need basis
Documents are made available as Read Only documents (eg pdf) on a
server or intranet site
& CONTINUES to generate until the notice has been returned and the loop
closed
Has the TRANSMITTAL NOTICE been returned?
The return is recorded in Paper Tiger and the distribution loop is
closed
An electronic index, with hotlinks, is placed on the server or intranet
site to make navigation easy.
Paper Tiger generates a REMINDER NOTICE
Each Recipient is tagged as either Electronic or Hard copy recipient
YES
NO
Paper Tiger manages hard and electronic distribution concurrently. Electronic for staff with access to a PC - Hard for factory floor staff,
outside contractors, customers, resellers etc.
In any mix. Click to continue
X
Electronic Documents are NOT distributed per se - they are made available on a server, intranet or internet site. Document distribution is set up exactly as for hard copy distribution, but electronic recipients do not receive documents or indexes - only transmittal notices for documents, policies etc “issued” to them that have changed, been updated or made obsolete. Click to continue
ELECTRONIC DOCUMENT DISTRIBUTION...
Hard copy recipients receive
Documents + Index + transmittal notice
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C Electronic Recipient Transmittal - Withdrawal Notice
Document Control : A Step-by-Step Guide
AN ELECTRONIC RECIPIENT TRANSMITTAL- WITHDRAWAL
NOTICE IS ALMOST IDENTICAL TO A HARD COPY
RECIPENT TRANSMITTAL NOTICE.
EXCEPT FOR THE MESSAGE AT THE TOP.
Now, Tim has to SIGN this form and RETURN it to you - the
document controller - so that you know and he knows he has
received it.
The transmittal notice directs Tim to where
the document is available to view. If the transmittal notice has been emailed - then
this is a hotlink and he need just click the link and the document will
open
X
Electronic recipients receive only one document, a transmittal – withdrawal notice to sign and return. Experience has shown us that even for electronic recipients a notice that must be
signed and returned is far more effective than just an email notification to ensure that people actually check the updated or new document. And it provides proof of receipt.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
PAPER TIGER PROMPTS YOU TO REVIEW
CONTROLLED DOCUMENTS.
Document Review
Document Control : A Step-by-Step Guide
In this screen the time interval between reviews can be set for all documents in one hit. However in
the Master document screen review intervals for individual
documents can be altered to suit.
Controlled Documents must be reviewed on a regular basis to
ensure that the information they contain does not become
outdated while the document remains in circulation.
Click this Icon on the Document Control Screen and the Document Review Interval Window will open.
Paper Tiger will generate review reminders for each person assigned document ownership. Click to view.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
THIS REPORT LIST ALL DOCUMENT REVIEWS
SCHEDULED FOR THIS OWNER
Each document owner receives a monthly list
displaying documents due for review. Reviews not
completed are added to the following months list.
X
Are due to be reviewed by this OWNER.
The Documents listed HERE...
On completion the form is signed and returned to the
controller.
Obsolete documents are withdrawn.
Changed documents are reissued.
Reviewed documents with no change - review recorded in Paper Tiger - no other action. The review clock restarts automatically.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
PAPER TIGER ALLOWS YOU TO CREATE
REFERENCE LINKS BETWEEN DOCUMENTS
References between Documents, Standards, Policies other Documents….
Document Control : A Step-by-Step Guide
Using the Document Reference Facility a document can make reference to other documents,
standards, policies ...
X
…and link them to each other. What if a policy changes – which other documents are
affected? The reference module has the answer.
This facility is designed so that if you UPDATE or CHANGE a document, policy or standard to which other documents make reference – Paper Tiger will prompt
you to check which other documents are affected– both ways. The check is instant.This is helpful in keeping the organisation’s documents synchronized.
The reference module can be used to create document maps like which documents meet the requirements for each clause in a standard OR which SOP’s, specifications, instructions etc are required to manufacture a
specific product.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
PAPER TIGER ALLOWS YOU TO CREATE LINKS
BETWEEN DOCUMENTS
Create References to other Documents and Standards
Document Control : A Step-by-Step Guide
Details of the REFERING document are displayed
…along with a list of every document and standard or clause that it REFERS TO.
Or view a report of ALL of documents that makes reference TO the above 10.5.4. document. Click to see sample report
Drop down lists for quick setup
You can view EXTERNAL references - such as ISO standards - Paper Tiger will generate a map displaying where each document fits against
each clause in a standard. You can have any number and type of standards and clauses.
Or view a complete report of ALL document references.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
THIS REPORT LIST ALL REFERENCES MADE
BOTH BY and TO
THE SAMPLE DOCUMENT 10.5.4
Every time a document is updated in the Master Document screen Paper Tiger generates a reference report like the one above to ensure that documents referencing OR being referenced by the changed document are also checked.
X
…And references made BY other documents to 10.5.4
are listed here
The Documents that 10.5.4 makes references TO are
listed here
Sample Document Reference ReportDocuments in any system are rarely “stand alone”. They comply with policies, regulations, standards etc or are part of a project or manufacturing process. When any of these change you need to know which documents may be affected.
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C
THE DOCUMENT CONTROL MODULE HAS POWERFUL REPORTING FUNCTIONS
Reporting
Document Control : A Step-by-Step Guide
The reporting section are in two parts: “Master indexes and
reports” and Document distribution”.
This section has master indexes, general information, status and productivity reports. Reports can be filtered to suit
CLICK to continueThis section has all reports required to manage the document control system.
Paper Tiger automates a lot of functions here and keeps track on who shall receive which documents.
Paper Tiger automates the process of generating indexes, transmittal notices, review reminders etc. They
can then be printed as hard copies or sent using the automated email functions.
X
P A P E R T I G E R WEBSITE www.papertigerxt.com EMAIL [email protected]
D
O
C The Records Register
Document Control : A Step-by-Step Guide
PAPER TIGER INCLUDES A RECORD TRACKING
FACILITY.
Record name & subject
duration of storage.
the person responsible
the record’s locations
Paper Tiger also generates REPORTS on the archived
documents and records.
who can access
how is it indexed - alphabetically, by date,
by what?
The Paper Tiger record storage module is basic but meet the requirements of various standards like ISO and similar. It is a function that is often overlooked by many businesses - it takes very little effort to set up but can pay good dividends in saved time and reduced aggravation. Records can be stored as hard copies (dry, secure and accessible) or as electronic records on a server (regular backups, backups kept off site). X
This function maintains a register of
superseded and obsolete
documents & records. Archived
production, business, staff, tax,
test, analysis records...
Click the Records Register Icon in the Document Control Screen to open the Records Register screen.
Document Control Management - DOC
S O F T W A R E L T D
T I G E RP A P E R
WEBSITE www.papertigerxt.com EMAIL [email protected]
Y o u h a v e r e a c h e d t h e e n d o f t h i s
d e m o n s t r a t i o n
T H A N K Y O U F O R Y O U R T I M E
If you would like to know more please contact us on the email address below.
