June 11, 2023

How to implement document management requirements of ISO quality management system?

In today's enterprise management activities, document management is becoming more and more important, but after passing ISO9001 certification and other systems, many companies do not know how to formulate a document management system that matches current situation in company. The control management requirements of a quality management system are in a cognitive blind spot. Let's talk about how to implement document management requirements.

1. Has a strong file versioning mechanism and can help with file reuse.

ISO regulations stipulate that in order to prevent use of invalid or expired documents, an organization must establish a complete document control procedure to distinguish release status of latest version of a document, and all records of past versions must be retained for future reference. . The system has records of file usage, and when a new version is re-released, people and departments that used it can be actively notified. If it is necessary to cooperate with production and recycling of paper documents, system can cooperate with printing of paper documents for distribution operations, providing functions such as mailing list, recycling list, and registration of recycling records.

How to implement document management requirements of ISO quality management system?
2. Mark and view important information

Document number, release version, person responsible for distribution rights, ownership, publisher, etc. are all important attributes of quality documents to allow "the right person to get right document." Providing information such as final approver, relevant review records, release date, planned release date, relevant attachments, other references, and other relevant secondary information will also help organization clarify principles and process of document production.

3. Provide audit reports and other statistical information

For example, a list of current documents, a list of documents related to a department (a list of procedures related to a department), a list of ISO statements (a query in accordance with ISO 9000 statements), a list of reference documents, a list of document changes, a list of recent versions of a document, a list of document changes, etc. A convenient and quick reference interface is provided for necessary reports defined by organization.

4. Control permissions to use files and use records

Control rules can be set for different levels of files, and even different permissions can be set for different departments and groups. For example, only members of quality manual committee can make changes to quality manual, back office personnel are not allowed to print certain work forms, or field operators can only print and download forms, while standard procedure manuals can only be read in Internet. etc. And these usage records need to be kept in detail in system for future audit or review.

How to implement document management requirements of ISO quality management system?
5.Standard inspection process

The need to include an online review process (release, track, change, etc.) in system can be considered based on organization's policies and costs. If a standard audit process already exists (for example, a paper audit, committee review, or other process system audit), only audited documents need to be stored in ISO document management system; if you want to re-validate an operation when system is imported If process is also included in system management, you may want to consider adding mechanisms such as logout and validation to system.

Huizhi Wulian ISO File Management System

Huizhi Wulian's ISO file management system is based on document management needs of manufacturing industry. It has created a centralized document management and collaboration platform. The system provides powerful document control and full lifecycle management services. 100% adhere to requirements of ISO quality management and strictly control life cycle of documents such as release, review, distribution, retrieval and processing to achieve goal of quality management.