Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 39
In order to gain certification, design, engineering, production, and
quality control procedures need to be documented in periodic
reports. A document management system can help firms by
ensuring technical instructions are easily retrievable and upto-date as well as by generating the documentation needed for
certification. Automated forms and document templates can aid in
the proper completion of each documentable task, and create a
reliable audit trail.
More than one million organizations in 175 countries have
implemented ISO rules for document handling over the last
decade. Workflow and indexing tools of document management
systems can help ISO-certified organizations in these basic
objectives:
•
Approve documents before they are distributed.
•
Review/approve/update items on a periodic basis.
The ISO 9001:2008 standard specifies requirements for a quality
management system when an organization:
•
Make the correct version of document available at point of use.
•
needs to demonstrate its ability to consistently provide product
that meets customer and applicable statutory and regulatory
requirements, and
•
Identify the current revision status of documents.
•
Retrieve, control, and monitor documents externally.
aims to enhance customer satisfaction through the effective
application of the system, including processes for continual
improvement of the system and the assurance of conformity to
customer and applicable statutory and regulatory requirements.
•
Prevent the accidental/unintended use of obsolete documents.
•
Preserve the usability of documents.
•
Bentley Instruments
Scientific supplier finds simple way to control ISO documentation
Henrik Lyder, principal of Bentley Instruments, discovered a demand for his specialized
technology all over the globe, or at least wherever there exists a population of cows. The
staff in the Minnesota office began to engineer Bentley’s line of milk testing equipment
according to international standards. Today, the company has a new office in Europe and
dairy customers in more than 30 countries worldwide with exports constituting 70 percent
of its sales. With its entrance into the global market, however, came from the need to
achieve International Organization for Standardization (ISO) certification.
“Through the process of becoming certified, we realized we didn’t have adequate control
of our paper flow,” Lyder says. Scanning the ISO documents into digital form did not quite
solve all the problems. Bentley needed a more systematic way to track, share, and retrieve
ISO guidance, as well as related part and product information. Since standards are updated
over time, engineers in Minnesota and support staff in Europe needed to know they were
both using the correct guidance. Different teams working off of different standards would
constitute a serious loss of time and money.
Bentley deployed the M-Files document management solution that featured remote access
for multiple locations and the metadata capabilities to index both instrument designs and
ISO documents accordin