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Document Control Systems - Suggestions Requested
- To: "'seaint(--nospam--at)seaint.org'" <seaint(--nospam--at)seaint.org>
- Subject: Document Control Systems - Suggestions Requested
- From: Eric Tompos <etompos(--nospam--at)ntainc.com>
- Date: Wed, 04 Jul 2007 12:36:00 -0400
We file everything
electronically; final documents and paper documents are scanned, electronic
documents (DOC/XLS/DWG/email) are stored in the same location. They are
stored in a project management program which uses standard windows folders to
sort the documents into simple directories such as
Since so much is
done electronically we have developed a simple an universal revision tracking
system where each file is given a date suffix (example: "Filename
2007-07-04.DOC") when it is placed in the project manager. The suffixes
are created automatically by commands in the Windows OS.
revisions to any electronic document, a copy of the file is made and the date
suffix updated to the current date, the old version is placed in a "history"
folder to maintain a complete revision record. This systems is used for
all documents whether generated internally or externally. The revision
tracking system was devised to meet ISO accreditation
philosophy: start filing when the project starts--not at the end. Our
the filing starts when the first quote is written. All working
documents are maintained in the project manger throughout the project to
facilitate information exchange between different departments. Paper/print
documents are bound together with a "job sheet" that outlines basic project
parameters and the ever so important job number.