Management of Documents
Easily maintain continued compliance and audit readiness with i-Manage Compliance.
Management of Documents
The Document library enables users to create a folder structure for easy navigation through the documents. Documents can be created in HTML format, as question sets, audit reports or as hardcopy documents (Word or PDF). Users can create and apply their own:
• unique document numbers,
• version numbers,
• review dates,
• review reason,
• descriptions and key words,
• who modified the document and when was it last modified,
• legal references can be linked from the legal register,
• editors can be created with editing rights,
• communication sessions can be created against a document that is linked to Roles, with session intervals.
Assessment tests can be linked to prove competency of employees.
Documents created in the Document Library are used in the system, enabling users to create system flow for policies, procedures (with the associated linked documents) and work procedures.
Document Control And Identifying Functionality
In the implementation of the I-Manage Compliance system for the CLIENT, the Document Control and Identifying functionality play a critical role in ensuring efficient management of documents and compliance with industry standards. The following features outline the capabilities of this system:
1. Document Information:
Document Number, Name, Document Description: Every document within the system will be assigned a unique Document Number for easy identification, accompanied by a Name and Description for clear understanding.
2. Search Functionality:
Keyword Search: Users will have the ability to perform a keyword search, facilitating quick and targeted retrieval of documents based on specific terms or phrases.
3. Version Control:
The system incorporates robust version control mechanisms, ensuring that users always access the latest and approved versions of documents. This feature helps maintain document integrity and avoids confusion.
4. Review Management:
Review Dates: Documents can have review dates set in accordance with industry standards and statutory requirements. This ensures timely and periodic reviews, crucial for compliance adherence.
Review Reason: Users can specify reasons for document reviews, providing an audit trail and enhancing transparency in the review process.
5. System Flow Integration:
All documentation follows a defined system flow, including stages such as Create, Review, Complete, Approved, and Release. This systematic flow ensures adherence to compliance protocols and regulatory standards.
6. Modification Tracking:
User Identification: The system captures and displays the identification of users making modifications, ensuring accountability.
Date Stamp: Modifications are timestamped, providing a comprehensive record of when changes were made.
7. Document Accessibility:
Download Capability: Authorized users can download documents, offering flexibility in accessing information.
Document Preview: A preview feature allows users to view documents directly within the system, facilitating quick assessments.
These functionalities collectively contribute to a robust Document Control system, reinforcing THE CLIENT’S commitment to maintaining compliance, fostering accountability, and streamlining document management processes. The system’s adaptability ensures alignment with THE CLIENT’S unique requirements and industry-specific standards.
Need help with compliance?
Reach out to us today to find out more about how i-Manage Compliance can help you get up to standard.