Document Control – Best Practices
Document Control – Best Practices
SBS Ground Control database is an efficient and affordable tool for document control and employee training management. The software, used in accordance with some “best practices”, will provide excellent results and maximum satisfaction.
The old cliché, “a place for everything and everything in its place” applies when considering an effective document control strategy. SBS Ground Control does not store the actual documents. It stores links to the documents. Appropriate consideration must be given to where those documents are stored. We recommend a very simple file structure on your network file server in combination with user-based permissions to ensure documents are organized properly and to guard them against unintended changes.
One effective method is to create folders to store 1) released documents, 2) documents where changes are in progress or under review prior to approval, and 3) archived or obsolete documents. Your IT administrator can then create privilege restrictions on each folder to restrict access, allow read-only access, or allow full control for document control administrators.
Ground Control maintains a document index with hyperlinks that make it easy to find and open documents. However, many users may find it easy to use the network file system for document location and access. Additional levels of organization may be used to make finding released documents easier. For instance, documents may be grouped in folders by document type, prefix, or other trait. Shortcuts to documents may be placed in folders where documents belong to multiple folders (never duplicate a released document).
The method described above is a simple process for organizing and storing dynamically changing documents. With SBS Ground Control software and these best practices, you will enjoy efficient and effective document control.
We are here to answer any and all questions and to help in the decision-making process. Feel free to contact us at sales@sundaybizsys.com.