Databases

    • Membership
    • Congregation Families and relation to various ministries
    • Ministries
    • Committees
    • Events
    • Document Storage and Easy Retrieval
    • Asset Management
    • Project Management

Document Control System


The Document Control System (DCS) is a database driven application to track and store electronic documents and/or images of paper documents. Mitsubishi Chemical jumped at the chance to have us incorporate an DCS into the eQMS framework including a website which provided storage, versioning, metadata, security, as well as indexing and retrieval capabilities.

Whether formalized or informal, based on a computer system or performed manually, companies need to address the following questions related to managing documents. In addtion to effecient office practices, Mitsubishi Chemical required full compliance to ISO 9001:2000 standard. Below are the following question that will be addressed when considering a document control system:

Storage
Where will we keep our documents? How much can we spend to store them?

Retrieval
How can people find needed documents? How much time can be spent looking for them?

Filing
How do we organize our documents? How do we ensure documents are filed appropriately?

Security
How do we protect against the loss, tampering or destruction of documents? How do we keep sensitive information hidden?

Archival
How do we ensure the readability of documents in the future? How can we protect our documents against fires, floods or natural disasters?

Retention
How do we decide what documents to retain? How long should they be kept? How do we remove them afterwards?

Distribution
How do we get documents into the hands of people who need them? How much can we spend to distribute the documents?

Workflow
If documents need to pass from one person to another, what are the rules for how their work should flow?

Creation
If more than one person is involved in creating a document, how will the people collaborate?

In order to provide more efficient and cost effective answers to these questions, a document management system generally contains various components and features TheKingdomBuildingBusiness.com will sit down with a company representative, to answer those questions.

Screen Shot of the Document Control System

Our Document Control system commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:

Metadata
Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. Our DCS also extract metadata from the document automatically or prompt the user to add metadata. Our system will give a report to the document control administrator of the text extracted from the document. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text is stored as a component of metadata, stored with a report, or separately as a source for searching document collections.

TheKingdomBuildingBusiness.com has written a MS Word document template that will be used for all of your subsequent document creation which will allow the metadata to be provided to company document control personnel.

Integration
Our document control systems integrates document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application.

Capture
Images of paper documents using scanners or multifunction printers.

Indexing
Track electronic documents

Storage
Store electronic documents

Retrieval
Retrieve the electronic documents from the storage

Distribution

Security

Workflow

Collaboration
Versioning