Management of Quality Documents
Corporations should document the applications having effect on the quality of products and services in order to acquire ISO-9000 certificate, and they should follow the procedures specified in the documents in order to acquire and renew the certificate. A well-designed documentation system assures being in accordance with quality standards continuously provides prompt access to well-organized data and tracks the approval process for ISO-9000. Doxoft is a document and workflow management application which enables the corporations to access the documents and data quickly and improves the quality and flow of information under security audit control at every stage.
Coordination throughout the Corporation
The real benefits of ISO-9000 are revealed when coordination requirements go beyond a single department or region and extend to multiple departments or regions. Taking benefit of Doxoft's scalability, you can access any document in the same office or kilometers apart through your web browser. Doxoft facilitates access to, storage and tracking of any kind of documents including CAD drawings, business documents, technical documents, worksheets, e-forms, raster images, voice and video files. Files, in a single region or multiple regions, can be organized according to your needs. In addition to the open architecture and compatibility with the standards in Doxoft, integration tools enable you to integrate the system with other business applications (e.g. maintenance management system)
Document Management
Quality documents are basicly classified into two sets; electronic documents and electronic forms. These document classes are given attributes and document types come into existence in the system. After creating types, documents can now be managed by revision control in a folder hierarchy including a comprehensive searching capability. Some document types are;
- Quality handbook: Provides organizations’ fundamental informative information, organization chart, quality policy, services, and basic commitments to clients and basic information about quality system.
- Procedures: Documents that contain methods to execute an action or process.
- Processes: Documents that contain the sum of activities which add value to an input, and create a product/result/output.
- Forms: Documents that convert activities into data, and record quality management actions in a particular format. (Corrective action request form, Improver action request form, internal audit report etc.)
- Instructions: Easy to use and read documents that inform users about how an action is taken, how a machine, equipment or tool is used, which rules apply for maintenance.
Like the limited examples given above, every single document type the quality standard requires can be created as an electronic document or electronic form with Doxoft features. Then these documents are subject to processes.
Workflow Management
Realisation of regulations assuring accordance with formal and consistent operations applications is of outstanding importance for ISO certification. You can create workflows easily with Doxoft by using drag-drop icons. Doxoft informs you of an incoming workflow document through e-mail and starts the necessary applications such as review, approve, edit or check. You can reveal the bottlenecks in a process through time-triggered warnings. Response and approval threshold, shared tasks, serial and parallel tasks shortens the cycle periods and enables the processes to be audited completely.
Some of the services offered by Doxoft;
- Compatibility control follow-up
- Document control and archiving
- Training record follow-up
- Subtractor follow-up
- Security on a user, file, document or group basis
- Change management
- Workflow management
- Drawing and document redlining
- Action plan follow-up
- Vendor management
E-forms for Audit History and Process Management
The complete records of activities, procedures and approval processes should be documented, stored and maintained in readiness for financial audits.In addition to digital signature feature, Doxoft workflows can track time and date stamps, actions performed, business documents and history data required for ISO-9000. Complete and consistent information in the forms such as correction requests, reports for non-standard materials, training records, financial audit results; provides the corporation to be in accordance with ISO-9000 standards.
Extended Corporation
In today's competitive environment, many corporations use subcontractors in the fields such as component manufacturing, packaging and even total manufacturing of a product. Those subcontractors should obey the same regulations and assure that the information are stored, tracked and transferred to the distributors. Whatever the distance might be, upon accessing Doxoft from multiple regions, those companies would be an extension of your corporation through a fully integrated document management. Even if it does not deploy Doxoft locally, it can access the system through the web. Doxoft does not only meet your ISO requirements but, due to its scalability, it functions as a solution for multiple applications incorporating the whole corporation.