User:Alaqunaibi

Using the Document Control module
Structured and traceable control of core company forms and documentation is a critical part of any modern quality control system because many of the core activities are driven by quality procedures.

The Documentation Control module within eQ Office allows for the following to be maintained electronically within a structured and well defined control system:

* Procedures * Templates * Forms * Key documents.

eQ Office allows users to see at a glance the status of all documents within the system. The status of specific procedures and documents can be easily demonstrated to external auditors and new employees. Understanding the document life cycle

The document control module allows a user to track a document through the complete life cycle. Within the eQ Office Document Control module there are four possible stages for a document. These are:

*     draft - this is the first stage in the document life cycle. All new documents start out as a draft. A draft document object is created when a sponsor assigns an owner the task of creating a new controlled document or a new version of an existing document. *     It is possible for the sponsor of the document to delete a draft document before it is circulated for approval. Once it has been circulated for approval the document cannot be deleted, it can only be retired. *     pending - this is the status a document receives if it has been resent for approval because one or more approvers required changes to be made. A document can have several iterations of pending. Each time a document is submitted for approval a new iteration of pending will be automatically created. This may be called Pending 1, 2 or 3 and so on. *     current - this is the status that is given to a document that has been issued. This is the version of the document that will be in use on a day-to-day basis. There is only ever one current document version at any time. The current document version remains active until a newer version of the document (if any) has progressed to the issued stage *     retired - a current document moves to the status of retired when a new version of the document is moved to the status of current. This happens automatically in the eQ Office system. Once a document version has received the required approvals for issue and the document sponsor commits the document to issue any previous current version of the document is automatically moved to retired.

Moving a document through these life cycles stages is automatically controlled by the system after the relevant electronic signoffs have been completed.

The Document Control module helps you manage, share, change, control, and secure all your documents on-line • Create your documents in any software you use • Upload documents and send them for electronic approval • Receive notices via email when you need to approve documents and vote electronically • Notify your staff via email regarding any new or changed documents that affect them • Search, locate, use, bookmark, and link documents easily with names, descriptions, or key words • Check out documents to change them, check in documents once they’re approved • Keep a complete history of your documents with archives that include all revisions and records • Use document security to allow your staff to view