Web ISO Documentation Management System

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Information about Web ISO Documentation Management System
Technology

Published on November 23, 2008

Author: selfinuniversal

Source: slideshare.net

Using an EDMS Designed by Marketed by Developed by

Evolution of Architectures 1980’s 1990’s 2000’s Centralized computing models Non-distributed solutions Object-oriented development Internet proliferation Web services and software components Real-time application assembly Mainframe Computing Service-Oriented Computing Client/Server Computing Internet Computing

Centralized computing models

Non-distributed solutions

Object-oriented development

Internet proliferation

Web services and software components

Real-time application assembly

Evolution of Information & Application Delivery 2002 2005+ 1996 1999 “ Database-driven” Dynamic Sites “ Homegrown” Web Applications “ Configure-and-Go” Web Applications “ Brochure-ware” Static Web Pages “ State of the Art” Required Skill Sets Webmasters SQL Programmers JSP/ASP Developers Business Users Application Value (ROI)

Challenge – Finding information, right time, right place CUSTOMERS EMPLOYEES PARTNERS SUPPLIERS CUSTOMERS

Challenges compounded by Information Storage Habits

Further Challenges “ My Documents are my own documents” attitude Other people may need access to documents created by one People leave organization Restructuring inside the organization Limited search capabilities of Windows OS Inability to tag documents by metadata

“ My Documents are my own documents” attitude

Other people may need access to documents created by one

People leave organization

Restructuring inside the organization

Limited search capabilities of Windows OS

Inability to tag documents by metadata

Obvious Alternative – Shared drives Benefits Limitations Ability to share documents Integrated into Windows Explorer Can be accessed inside MS Office applications One central space that can be backed up by IT Search capabilities still very restricted Collaboration still not available on documents Rudimentary access control Individual file backup or versioning not available Cannot mark specific documents are Read Only records Inability to run documents through a workflow No ability to put discussions or threads against documents. Still discussions routed in email

Benefits

Limitations

Ability to share documents

Integrated into Windows Explorer

Can be accessed inside MS Office applications

One central space that can be backed up by IT

Search capabilities still very restricted

Collaboration still not available on documents

Rudimentary access control

Individual file backup or versioning not available

Cannot mark specific documents are Read Only records

Inability to run documents through a workflow

No ability to put discussions or threads against documents. Still discussions routed in email

Shared Drive – Biggest Limitation Inability to conform to ISO documentation process standards No ability to get documents approved – email is used for requesting approvals Track changes to documents – No control over non-latest versions Workflow tracking – Who approved what, rejected what, when and why Make document available when needed Manage external documents from external sources Get rid of obsolete documents

Inability to conform to ISO documentation process standards

No ability to get documents approved – email is used for requesting approvals

Track changes to documents – No control over non-latest versions

Workflow tracking – Who approved what, rejected what, when and why

Make document available when needed

Manage external documents from external sources

Get rid of obsolete documents

Difficulties – Implementing new system Resistance to change Usability Difference in style of doing work Learning curve of new technology Costs involved Change in architecture Closed architecture of system makes enhancements difficult

Resistance to change

Usability

Difference in style of doing work

Learning curve of new technology

Costs involved

Change in architecture

Closed architecture of system makes enhancements difficult

Recommendations Implementation of an ISO Quality process compliant EDMS Development of ISO documentation workflows to formalize approval process. Documents to be signed using electronic passwords Provide an ability to archive older documents and retain for a specific period. Destroy documents automatically once their retention period is over Provide a full text search and metadata search capability to search all these documents Provide a collaborative framework for work Achieve all this while keeping all usual difficulties to the minimum like Change in way work is done Usability Low cost

Implementation of an ISO Quality process compliant EDMS

Development of ISO documentation workflows to formalize approval process. Documents to be signed using electronic passwords

Provide an ability to archive older documents and retain for a specific period. Destroy documents automatically once their retention period is over

Provide a full text search and metadata search capability to search all these documents

Provide a collaborative framework for work

Achieve all this while keeping all usual difficulties to the minimum like

Change in way work is done

Usability

Low cost

 

ISOXplorer Built on Alfresco ECM Platform Open Source No License fees, support fee only if support needed Open architecture Best practices in industry Easily integrated to other Enterprise Applications like CRM packages, ERP, ESR, ESB. Integrated into MS Office Suite Integrated and can be viewed as a Shared Drive

Built on Alfresco ECM Platform

Open Source

No License fees, support fee only if support needed

Open architecture

Best practices in industry

Easily integrated to other Enterprise Applications like CRM packages, ERP, ESR, ESB.

Integrated into MS Office Suite

Integrated and can be viewed as a Shared Drive

ISOXplorer - Usability CIFS – Use ISOXplorer as a shared drive

CIFS – Use ISOXplorer as a shared drive

ISOXplorer – MS Word Integration

Searching for Documents

Searching for Documents

ISOXplorer – File Preview

ISOXplorer – Detailed Properties

ISOXplorer – Run a workflow

ISOXplorer – Further Features Over 15 languages supported out of box Integration to LDAP for Single Sign On Detailed access control on all documents even in shared drive (CIFS) mode Versioning on files for storage of historical information. Versions can be created automatically or manually as desired Automatic management of old documents as records and automatic purging of records on end of retention period Audit trail for all activities. Check in, check out, edit, view Workflow reporting for all workflow approvals, rejections and reassignments

Over 15 languages supported out of box

Integration to LDAP for Single Sign On

Detailed access control on all documents even in shared drive (CIFS) mode

Versioning on files for storage of historical information. Versions can be created automatically or manually as desired

Automatic management of old documents as records and automatic purging of records on end of retention period

Audit trail for all activities. Check in, check out, edit, view

Workflow reporting for all workflow approvals, rejections and reassignments

How is ISOXplorer compliant to ISO Documentation Requirements

ISO Documentation – Section 4 Std Para # Requirement How ISOXplorer Helps 4.1 General Requirements a. Are processes identified It allows modeling of processes in its system to automate execution and tracking of processes b. Sequence & interaction of processes determined? The sequence can be created to execute the process in a specific order. c. Criteria for operation of control of processes determined? ISOXplorer allows granular control over processes and how they are executed. d. Availability of resources to support processes & monitoring? ISOXplorer provides process monitoring in terms of time taken by an activity, performer etc. e. Are processes monitored & measured? ISOXplorer provides detailed calculation and measurement of different process activities f. Are actions implemented to achieve planned results with continual improvement? Detailed reporting and bottleneck identification will provide scope for process improvement. 4.2.1 Documentation Requirements General a. Are there documented statements for quality policy & objectives? ISOXplorer can act as a central store for all these statements with quick access and easily help keep the latest version available to respective users.

ISO Documentation – Section 4 Std Para # Requirement How ISOXplorer Helps b. Is there a quality manual ISOXplorer can assist in maintaining the latest copy of the quality manual along with publishing the latest copy to all relevant recipients c. Required documented procedures? Implemented? Maintained? ISOXplorer allows for implementation of the documentation process and also the maintenance process for quality documentation d. Required documents for effective planning, operation & control of processes. ISOXplorer can assist in maintaining the latest copy of the quality manual along with publishing the latest copy to all relevant recipients e. Records required by this standard available? ISOXplorer can assist in maintaining the latest copy of the quality manual along with publishing the latest copy to all relevant recipients 4.2.2 Quality Manual a. Scope of QMS with exclusions and justifications defined? ISOXplorer can assist in definition of scoped items for QMS and can send notifications in case any items are missing b. Documented procedures established or referenced? ISOXplorer can act as the repository for all procedures or the process management system for the procedures themselves

ISO Documentation – Section 4 Std Para # Requirement How ISOXplorer Helps c. Interaction of processes described? ISOXplorer allows for process interaction also between different processes as well as external organizational processes 4.2.3 Control of Documents – Is procedure established to insure: a. Documents are approved for adequacy prior to issue? ISOXplorer can be configured to prevent any publishing before a document is approved through a workflow b. Provision for review and update as necessary & re-approve? ISOXplorer provides a provision for re-approval of documents through the same or a different approval process as document creation c. Changes and current revision status of documents are identified? ISOXplorer maintains the version of documents stored in its repository and allows anyone with permissions to access the previous versions. d. Relevant version of applicable documents are available at points of use? ISOXplorer can be configured to publish the latest version only for general consumption (latest approved version only). Other versions can also be published as desired. e. Documents are legible and readily identifiable? ISOXplorer will maintain the consistency of the documents that are stored in ISOXplorer. It will not tamper with the contents of the document.

ISO Documentation – Section 4 Std Para # Requirement How ISOXplorer Helps f. Documents of external origin are identified and controlled? ISOXplorer can be easily enhanced to keep a separation between documents of external origin and internal origin g. Obsolete documents are controlled and identified? ISOXplorer provides the capability to control obsolete documents and mark them as records. These obsolete documents can also be purged after a specific timeframe. 4.2.4 Control of records Is procedure established to insure: Records maintained to provide evidence of conformity to requirements. Records are legible, identifiable and retrievable. Records are controlled for identification, storage, protection, retrieval, retention, and disposition. ISOXplorer provides a comprehensive records management. These records are non-editable by users and are controlled in form of access. These can be retrieved by users of appropriate access, retained for the desired interval of time and safely disposed at the end of the time interval

Closing Note ISOXplorer provides most of the features needed from an ISO quality management system. Those features that are not out of box can be easily configured Features that are missing can be easily added to ISOXplorer thanks to its open architecture, ability to enhance easily and scalability of the architecture.

ISOXplorer provides most of the features needed from an ISO quality management system. Those features that are not out of box can be easily configured

Features that are missing can be easily added to ISOXplorer thanks to its open architecture, ability to enhance easily and scalability of the architecture.

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