Document revision in PCS intelligence

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hen a company decides to implement an EQMS, it has to make important decisions. One of these decisions is the level of digitalization. Some companies choose to use an EQMS to control printed documents. Other companies choose to only digitalize certain components, while others decide to completely digitalize the entire company.

One of the biggest advantages of PCS Intelligence is the level of flexibility. This flexibility creates the opportunity to help you choose the level of digitalization that suits your company. In this blog we will focus on document management and the ways PCS Intelligence can help your organization with document revision. From controlling paper-based documents, to fully digitalized document management.

Managing paper-based documents

In this situation, a company still keeps all documents on paper. PCS intelligence is only used to keep track of all the documents. In PCS Intelligence, each document has its own workflow. This workflow contains the title of the document, where it is stored, and what the latest version is. The system also helps with controlling the revision date. Document controllers get a notification when a document needs to be revised.

Reviewers will send the document back and forth via email. This makes it difficult to know who is working on the document and what the latest version is. When a new document is active, employees need to be mailed, and the QA manager has to make sure that all older versions are removed.

Managing Word and PDF documents

In this scenario, PCS Intelligence is used to manage and keep track of all your documents. Each document has an own workflow and this workflow starts with drafting the document in Word. The Word document is attached to the workflow and reviewers use PCS intelligence to send the document back and forth. Using PCS Intelligence, it is always clear who is working on the document and what version is the most recent. When the document needs to be approved. It is printed, signed, scanned and uploaded into the system as a PDF. The document is now available for all authorized personnel.

When the document needs to be revised, the relevant person automatically gets a notification.

The original Word document is still attached to the workflow and can be used to create a new version. The system shows who has printed the document. Making it easier for the QA manager to retrieve the old documents.

Completely digital

PCS Intelligence offers the possibility to control all documents completely digitally. Each document is drafted in PCS intelligence using a template. Document writers and reviewers send the document back and forth using PCS Intelligence. Via this way it is always visible who is working on the document, what version is the most recent, and what the latest adjustments are. PCS Intelligence will also be used to send the document for approval. The document can be signed digitally. When the final signature for approval is placed, the document is locked from editing and available for all authorized personnel. Personnel is notified via the system when a new document is active.

When the document has to be revised, the document has to be copied to a new template and the process can start again. This way the old versions are always available (for QA managers). Personnel can only see the latest, approved document. Because documents are available on both computers and smart devices, documents do not need to be printed.  

About the author

julian.koster@pcs-nl.com

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