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Benchmark

Documents - Overview

Using obsolete copies of documents, or not having important documents available where needed can be a recipe for disaster. Exercising control over documents is simply good business practice, and there are a number of aspects of that control:

  • An approval process to ensure that only suitable documents are used
  • A convenient means of accessing documents - ensuring they are available where needed, and that they are easy to find and identify
  • Revision logging to ensure that users can be satisfied they have only the latest and correct version of a document
  • A review and re-approval process to verify the continued validity and relevance of documents
  • Arrangements removing obsolete documents from distribution
  • Where there is a need to keep obsolete documents, securely archiving / clearly identifying them do they are not used in error

The Documents module can help you in all stages of compliance management and business improvement.

With reference to Dr. Deming's PDCA (Plan-Do-Check-Act) cycle: Documents such as policies, procedures and drawings registered in your Master Document List help to plan tasks and control how they are done. Documents such as Forms and Checklists may be used to record activities, checks, measurements etc. Documents such as standard letters may be used where actions are necessary to correct or prevent problems.

Your documents themselves may also be subject to the PDCA cycle. New documents are planned and designed. They are put into use (including being published in Qudos 3), they are checked in a periodic review process, and where appropriate, they are deleted or revised.

Your organisation may impose its own business rules, and describe them in a documented procedure.

The toolkits - for guidance, training and procedures

Quality Manager logo   Safety Manager logo   Enviro Manager logo

The Quality Manager, Safety Manager and Enviro Manager toolkits include guidance on the requirements of relevant national / international standards, and sample procedures. These toolkits may be accessed from the Qudos 3 Main screen, and Help menu

Contents | Documents