GENERAL
Q. Can Document Control be used in areas other than Quality Management? Yes. IsoTracker should be used wherever documents need to be managed and their legitimacy and accuracy checked prior to distribution. Q. What response times can I expect when viewing documents? The retrieval time will be dependent on the speed of your Internet connection and the application in which the document was created. IsoTracker uses standard applications, which ensures the fastest retrieval time possible. Q. Can field based personnel gain access to documents? Can isoTracker be accessed internationally? Yes, that is the wonder of the web. Anybody, who is an identified isoTracker user with Internet access will be able to use isoTracker wherever they are located and at any time. Q. Can I give our sub-contract partners access to controlled documents? As long as the sub-contract partners have access to the Internet and are identified users within isoTracker, then they may view the controlled documents to which they have been granted access. Top of Page EASE OF USE
Q. How easy is the system to use? Will I need to change my working methods? IsoTracker has been designed to make life as easy as possible for all users. The use of folders means that users do not have cluttered screens and only see the documents they have been given access to. This also applies to user roles such as System Administrator, Approver, Trainer, etc…where their tools will only appear on their respective isoTracker screens if they have been assigned that role. Q. Do we have to re-write our existing procedures and other documents? No. IsoTracker uses standard applications such as MS Word, Excel, Visio, and many others to create, edit and view documents. Existing documentation are directly imported without the need for re-typing or formatting. Imported documents are effectively copied over to our server where they are held securely. Q. How does the system cope with staff changing jobs or leaving? Changing access to different groups to reflect a change in responsibility is easily done. Staff that have left are deleted from the list of available users and their name will automatically be deleted from each group. Q. Which third party applications do you support? Basically, isoTracker works with any application that can be accessed through a Web Browser. These include all Microsoft Office applications, HTML , PDF, .jpg, .tiff, .gif and others. Top of Page
DOCUMENT ACCESS AND SECURITY
Q. Can I prevent users viewing sensitive material? Yes. All content is placed in folders and individual users or user groups are given access to these folders. A user not included on a folder’s read access list will not be able to view its constituent documents. Q. Can I set different levels of access for documents? Yes, there are three different access levels for documents. The first area is the document’s authors, identified at the original import stage or given write access once document is held within isoTracker. The authors can then check the document out, modify it and then check-it back in. The second are the approvers who can review a document and then either approve or reject it. Finally, there are the normal users who have read-only access to documents. Q. How is the audit trail for a document recorded? Each time an activity involving a document takes place, a record of that activity is automatically made. All the document attributes, such as the author, the approval actions, the version details, are recorded as well as when and by whom a document had been checked out and then checked back in. Q. Can a document be changed outside Document Control? Access to each document is strictly controlled through isoTracker and no changes can be made to any document without the correct procedures being followed. All documents are stored securely and can only be amended by users who have write access to the document. Q. Can we archive old copies of documentation? Yes. IsoTracker archives old documents to a special archives profile where they are kept securely for as long as required. Q. How many approvers can there be for a document? IsoTracker identifies one document owner, who is effectively the originator of the document, but will recognise and accept many document authors and document approvers. Top of Page
MESSAGING
Q. How does Document Control communicate changes? Any communication of changes within isoTracker such as the posting of a document requiring approval, or the issue of a document update, is displayed in a user’s Tasks list which is immediately viewable on the summary page that follows the logon sequence. Top of Page
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