Documentation System Module Overview
The Documentation System Module It is designed to help administrators manage, assign, and track important documents that ensure employee compliance, training, and awareness of company procedures. This module simplifies the process of assigning documents to employees and companies through departments and locations, ensuring that essential documentation is always in place.
Setting Up Document Approvals
The Documentation System Module serves as the central component of the Quality Management System (QMS). When a document is created within the system, it must undergo an approval process defined by a designated approval path. Only users assigned to this path have the authority to approve the document. Once approved, the document becomes eligible for assignment to other system elements, such as specific departments and locations.
The process of setting up and approving documents involves several key steps, ensuring that the correct documentation is available to the right people.
These steps include:
Initial Setup of Document Approval:
- This step allows administrators to configure the approval process for documents.
Approving the Document:
- Document approvals are carried out by the individual assigned to the approval path. The approval path must be selected when setting up the document, and only the designated person can approve the document.
- Departments and locations cannot be assigned to the document until it has been approved.
Assigning Document Controls:
- These are existing documents that can be linked to the document being approved. This helps streamline the process by allowing relevant documents to be associated with one another.
Assigning Departments and Locations:
- Once the document has been approved, it can be assigned to specific departments and locations. This automatically ensures that all people assigned to those departments and locations have access to the document.
Document Classification Types
When initially setting up a document approval, the document is classified based on its type. The system offers several classifications that help determine the nature and purpose of the document.
The available classifications include:
- Standard Operating Procedure (SOP): These documents provide detailed instructions on how to perform specific tasks or procedures. SOPs ensure consistency and compliance in task execution.
- Reference Document: This classification includes documents that outline company policies, procedures, and important information. These are typically used for reference and guidance.
- Form: Documents under this classification are set up for employees to complete, such as checklists and forms that need to be filled out for compliance purposes. Some forms can also be assigned as ‘Read and Receipt’ documents, meaning employees must read and acknowledge receipt of the document.
- Record: These are uploaded documents that serve as records of completed tasks, compliance activities, or other relevant data. These documents are stored for future reference and auditing purposes.