Few or maybe no electronic management document solution (EDM) meets totally the needs or specific management modalities, applied to specific procedures of a company for the control of the document control management (DCRM: Document Control and Record Management).
There is an undeniable limit of available solutions to satisfy the workflow management required by the procedures of DCRM, within the framework of workflows validation- specific to a company- while complying with constraints: procedural, technical, site construction or budget..
Based on these specific needs, in each sector and often in each company, SOFTIC designed ETDMS®. SOFTIC - ETDMS ® is a complete suite of fully integrated software adaptable to different areas of activity.
SOFTIC-ETDM® is a complete suite of fully integrated software adaptable to different areas of activity.
Reduce the risks related to various projects, increase your margins, and optimal use of your resources with the software SOFTIC -ETDMS® for engineering. SOFTIC - ETDMS®, an all –in –one software :
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SOFTIC - ETDMS® ensures functionalities like:
The need or requirement for a new documentation may be incorporated into the management system by managers and project managers, employees, or even recommendations or norms from external third parties. The requirements necessary for creating documents can be based on minimum criteria, but which are not limited. In a non-exhaustive way, we can enumerate the following criteria:
All controlled documentation systems, require a regular examination to meet effectively the needs in terms of company procedures. The review of process or adjustment may consider the following non-exhaustive elements:
The goal of files management is to ensure that quality documents are created, managed and eliminated in accordance with technical, legal or procedural requirements. Files may include simultaneously, documents with types (paper or electronic) and from different sources (internal or external documents).
Documents (new, intermediate or final) of projects are approved by any authorized and defined person in the business task or the specific project. According to the importance of the impact on the business process, the project or the task nature, the board of directors can determine the need to resend the project documents to any authorized entity for validation within the procedure. Once approved, the final controlled document is made available to the concerned staff to enable its application.
Consultations and revisions of the system documents are necessary before finalizing. The applied method for this involves at least the workflow or process below:
A master register of document control is maintained for all the documentation of the created or modified system.
All documentations locally developed or modified by the firm, the business divisions and the departments are saved in a control register of local and regularly maintained documents.
The document control register of master or local ones generally includes the following elements: document title, version number, creation date, revision date, creation reasons, creation comments, version revision, the one who submitted it, links to consultations, tenders, or any source behind the creation of the document, feedbacks, etc.
The documents are considered obsolete if they are no longer required in the daily procedures. They are hence archived as defined by the prerequisites of the document management system, in an appropriate manner to prevent any unintentional usage and remain accessible if needed, for the system evaluation within the requirements of the company procedures.
All documentation, used or introduced through the solution is a part of the integrated system. This documentation is maintained in an electronic format.
In some cases, it is possible that only the latest versions of the documentation are available on the Front Office. Revisions and other modifications are available for certain user groups only.
In practical terms, in this first case or others, the different revisions and updates are well preserved.
The visualization of versions and save is done based on the procedural constraints of the company in the first place, or according to other more specific constraints on business processes within the company.
Do not hesitate to consult the various cases by clicking on the different case studies.
Every document created, modified or controlled on the management system requires the following minimum properties or attributes in the description:
Locally developed or modified, the documentation included in the system according to the local needs have to meet the following minimum requirements of the document properties. In practice, this is mirrored by the case below:
When a modification occurred on the system documentation, the document publisher must mention at least the following elements in the document: