IT Mark Document Management adopt the ISO standard of documentation requirement for Record Management Procedure to our customer.
Document Management Procedure IT Mark
ISO 9001:2008 Documentation Requirements
ISO 9001:2008 clause 4.1 General requirements requires an organization to “establish, document, implement, and maintain a quality management system and continually improve its effectiveness in accordance with the requirements of this International Standard”
Clause 4.2.1 General explains that the quality management system documentation
All the documents that form part of the QMS have to be controlled in accordance with clause 4.2.3 of ISO 9001:2008, or, for the particular case of records, according to clause 4.2.4.
Clause 4.2 of ISO 9001:2008
The following comments are intended to assist users of ISO 9001:2008 in understanding the intent of the general documentation requirements of the International Standard.
a) Documented statements of a quality policy and objectives:
− Requirements for the quality policy are defined in clause 5.3 of ISO 9001:2008. The documented quality policy has to be controlled according to the requirements of clause 4.2.3. Note Organizations that are revising their quality policy for the first time, or in order to meet the amended requirements in ISO 9001:2008, should pay particular attention to clause 4.2.3 (c), (d) and (g).
− Requirements for quality objectives are defined in clause 5.4.1 of ISO 9001:2008. These documented quality objectives are also subject to the document control requirements of clause 4.2.3.
b) Documented procedures: − ISO 9001:2008 specifically requires the organization to have “documented procedures” for the following six activities:
i. 4.2.3 Control of documents
ii. 4.2.4 Control of records
iii. 8.2.2 Internal audit
iv. 8.3 Control of nonconforming product
v. 8.5.2 Corrective action
vi. 8.5.3 Preventive action
Electronic Document Tracking System(DocCase) designed by IT Mark Technology is a comprehensive document management solution to ensure the document traceable and monitor able.
| File Cataloguing Function | Cataloguing is the process of writing a description for the records. The records can be searched later using descriptions and titles within catalogues. |
| Record Registration Function | When user create file, user need to register the file in DocCase to determine the file category, ownership, location and retention period.
Here the system should be so user friendly that the user shall not enter many data. They just need to select the category from the list. The retention will automatically registered by the system according to retention of category. The system also automatic generates the latest file code, file no and file volume after the user select the category.  Form of Record Registration |
| Search Function | The document management system’s search function is one of its most important elements. Search functions can be more or less sophisticated, allowing for searches by elements of the document’s metadata, or by searching the actual document for key words/phrases and using semantic analysis to determine relevance.
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| Record Movement Control Function | File movement should be recorded in the system to eliminate missing. Thus it will reduce time to look the file.
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| Record Retention Function | The retention of information management records should be considered in the light of both business and legislative requirements, taking into account the cost of retention and the use to which the records might be put in the future.
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| Report Function | The reports consolidate information in a format that makes it easy for managers to review and analyze. Below is the list of report that will produce by the system
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| User Management | Any IT system needs to be regulated and policed. Users require different levels of authorization, with certain more sensitive functions/documents being available only to selected users/administrators.
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