ModuleDocument ControlA Comprehensive SolutionIsoTracker handles the process of document control in a logical and easy to use fashion. IsoTracker builds up version information as each new version of a document is imported into the document control module. It assigns approvers and permits your draft documents to be reviewed and electronically approved before publication. All the time facilitating an easy search.
It’s CompatibleThe job of moving from existing legacy systems, such as paper documents or electronic files held on shared drives, is easy. They are imported into the document control module that sits on our servers where they are held and where access to them can be controlled and restricted. IsoTracker opens the documents for viewing by invoking the native applications they were created in. In fact our document control software integrates with any application that can be viewed over the Web, e.g. Microsoft Office applications, Adobe Acrobat PDF, HTML, .jpg, .mpeg and others. Documents held and accessed using the document control software module may be traditional text based documents, spreadsheets, drawings, flowcharts, project plans, multimedia files and more. Security and ControlThe Document Control security features ensure that document change and distribution can only take place when authorised, such as:
Access to the document control module and to the documents is protected by user specific login and access permissions. The documents are also encrypted and cannot be modified, deleted or copied by users who do not have the required access rights. Our system administrators perform daily back-ups and will save your database to disk fortnightly. FeaturesDocument Control Software - FeaturesScalability:
Standards and Compliance Management:
Ease of Use:
Functionality:
Workflow:
Security and Control:
BenefitsDocument Control Software - BenefitsMost companies will want to purchase a document control software package because it speeds up the maintenance of a quality management system. What they are in fact looking for is something that will make it less costly to maintain formal (e.g. ISO 9000) standards. They will also be looking for an improvement in the important security aspects that ensure that only the latest version is promptly available for viewing and that only approved viewers have access to key documentation. Reduced Administration Costs
More Efficient Operations
Security
FAQsDocument Control Software FAQsGENERALQ. 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. EASE OF USEQ. 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 first deleted from their respective groups and then deleted from the list of available users. 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. DOCUMENT ACCESS AND SECURITYQ. 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 are the users with write access to folders and documents who can create and manage folders and the documents held within those folders. These write users can check-out their documents, modify them and then check them 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 who can only view those documents and issue change requests. 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 prior versions to a special access restricted archives zone where they are kept securely for as long as required. Q. How many approvers can there be for a document?A document's approval rules are set by an Approval Type within which there is no limit to the number of approvers. An Approval Type can be set to inform approvers in a sequential or a non-sequential order. MESSAGINGQ. How does Document Control communicate changes?Any communication of changes within isoTracker such as the posting of a document requiring approval, the approval of a change request, a reminder to check-out or check-in a document or the issue of an updated version, is displayed on the concerned user’s Summary page as well as by email notification. |
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