Document and Records Control System for ISO Standards and CMMI Appraisals

Document and Records Control

A formalized and institutionalized Document and Records Control System is a requirement for ISO standards and a major component of successful CMMI Appraisals.

Our Document Control System (DCS) is an intuitive, fast and secure document management system. DCS eradicates the intensive and time consuming tasks associated with retrieving needed documents. It eliminates the cost for lost documents, provides reclaimed office space for document storage, and offers an expedient disaster recovery methodology.

This module is upward compatible with the CENTRE’s Human Resources module and permits allocation of documents by Job Position, allows security classification of documents and records and provides keyword and abstract indexing. This web-based system has zero foot print on the user’s workstation and offers a rich array of administrative and reporting features.

Key features of Document and Records Control Module

Searching for documents features:

• Identify the DCS Document number and/or version.
• Identify the Title in whole names or with wildcard attributes.
• Identify the Abstract (this option searches the documents’ abstract identifier) in whole names or with wildcard attributes.
• Identify the File Name of the document as stored on the server in whole names or with wildcard attributes.
• Identify the Owner of the document in whole names or with wildcard attributes. The owner of the document may be different than the author (this can occur if the author is no longer available).
• Identify documents that equal a specific security classification level (one can only view documents equal or below their classification level on this or any other type of search).

All of the above search options may be entered as described and further filtered by selecting an Author, Department, Document Type, and Document Keywords.

Embedded Workflow for Document Control

ITG’s software, CENTRE, can provide your organization with a coherent and simple way to manage document and record control processes in a single, customizable repository based on your needs.
CENTRE’s embedded workflow for document and record control helps:

• Ensure that all employees have access only to the documents applicable to their roles
• Schedule automated notifications to ensure that employees review documents at the determined frequency
• Provide a function for simplified retrieval of documents
• Upload records for easy indexing and map locations to hard copy locations or network drives
• Create customized keyword searches
• Record meeting minutes, assign action items, and send notifications to monitor follow-up to completion of assignments

Document Control System (DCS) in ISO 9001

Companies need to comply with many laws and regulations, making it increasingly important to manage documents and archive them in a proper fashion. Compliance factors have made it essential for an enterprise to have control over all of its documents, making it mandatory to install good document management systems to ensure security, ease of use and ready availability of necessary documents.

For compliance strategies to be effective, the users should have access to secure, reliable and uninterrupted flow of content. Compliance strategies help decrease regulatory as well as litigation risks that the enterprise faces. They help to reduce mismanagement of data, ensuring that the companies secure their information and utilize it wisely.

The DCS system automatically displays a list of all documents that have been modified or created within the past 20 days.

The DCS ‘Search’ tab offers several search filters to narrow a qualified list of matching documents (using whole names or inserting wildcard attributes in one or multiple fields).

Additionally, the DCS system manages a “Job Positions” feature which matches related documents to a ‘Job Position’ and identifies the ‘Labor Resources’ (users) who match those positions. In this way, a comprehensive list of appropriate documents may be constructed for a job position or user. This feature is especially useful for new hires or employees moving into new or different positions.

Records Control System (RCS) in ISO 9001

Accurate record management provides a route to ensuring that Companies adhere to their legal, professional and ethical responsibilities and improves efficiency by cutting down on retrieval time and maintaining control over what is held, how and why. Enterprise costs are reduced because an effective records control system ensures that resources are not wasted on retaining unnecessary records or needlessly duplicating information and records.

CENTRE’s Records Control System (RCS) is a tool designed to manage the compilation of hard copy and electronic records. To satisfy legal obligations and ISO requirements, this system is vital.