Document Control

FSP-KL Project

What is the Document

Management?

Document management is a process taken with

document within an organization, with respect to the

creation, distribution and deletion of documents.

“Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents

Why need Document Control?

How important it?

Controlling documents ensures that access and use only

the most current versions of documents

Controlling and tracking what is overall status of

documents Submittial.

Saving all people time for finding/looking documents

Benefits of Document

Management/ Document control

1. Improve staff productivity

2. Reduce costs associated with manual document (if

use server or other DC software)

3. Promote sharing of knowledge and information

4. Enhance corporate transparency all level of people

Do you know where all of your

important documents are

located?

3 Way for Documented

Manually

Paper based

Semi-Manually

Common network to store/make available documents electronically

Document Control Application

ACONEX, Other DC software

Where do I start and

document it…..?

1. Create an Identification Number and versioning

convention for your documents

What I do for NEXT??

2. Create a Master Index

Database or spreadsheet

Divide/delegate by process or department if it is too large to manage in a consolidated fashion

Identify responsibility for the Master Index

3. Gather your documents

Apply the document identifier

Determine where all copies of the document are in use

4. Create a master document file

Place the master into that file with all of the appropriate authorization and scheduled review signatures

Apply the “Control” mechanism to controlled working copies of the master document

5. Perform all document checks.. We

want Quality Document in our

system

• Title

• Document Identifier

• Responsible Person/Position

• Authorizer(s)

• Distribution locations

• Version Number/ Revision Number

• Effective Date

• Next Scheduled Review Date

6. Create your document

processes Document Creation, Review & Approval

Document Versioning, Distribution & Audit

Document Change

Document Archive

7. Write relevant document control procedures including: How to write a procedure

(templates, etc.)

Assign an identification number

Register the document on the Master Index

Identify “Controlled” documents

Set the target days for transmit document when you receive NSC transmittals.

Sample of Semi-Manual documented into system

1

2

3

4

Sample of Documents control application

Work Flow for Submission to Consultants

when receive document from NSCReceive

DocumentsEnter Details on RECEIPT &

RETURN REGISTER

Preparing Pre- indexing

Data Sheet

Document

Scanning

Document

QC

Manager/ QA/QC

verified content

Perform

Quality

checks of

documents

Upload &

Send to

Consultant

Work Flow for Submission to Consultants

when receive document from NSC

Start

Receive incoming documents from email/ by hand.

etc

Perform Quality Checks of the Documents?

Does the incoming

documents pass all

quality Checks

Manager/ QA/QC verify

document content.

Upload and Send to

Consultants

Yes Yes

Send back to individual

NSC

No

Work as TEAM

Thank you

Q & A