paper tiger software Shed light on Document Control

paper tiger software Shed light on Document Control …and cut the Monster down to size . . . Things are a lot scarier in the dark .

PAPER SOFTWARE TIGER LTD Document Control Management - DOC V 20. 1 WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz

D O C DEMONSTRATION INSTRUCTIONS 1 To move to the NEXT slide - click anywhere on the screen with your mouse cursor 2 To move to the PREVIOUS slide - press ‘P’ twice (not operational if you are running demo over the web) 3 To QUIT the presentation - press the ‘ESC’ key (or the Back key if you are running demo over the web) X This sign will appear at the bottom right hand corner of each slide to show when it is COMPLETE. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O These three corner stones form the foundation for all systems of gradual improvement. They make a solid base to build a QA, RISK, ESH or other compliance management system. Without them any system will fail. C Simple but true Corner stones In this slideshow we will demonstrate the First corner stone: The Paper Tiger Document Control Module Documentation First corner stone Training Second corner stone Corrective Action Third corner stone First corner stone: Manage with Paper Tiger Document Control Module Second corner stone: Manage with Paper Tiger Training management module Third corner stone: Manage with Paper Tiger CQM – corrective Action module or the ESH module PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D DOCUMENT CONTROL - A CORNER STONE SYSTEM O Documentation is a Corner Stone for Business, Quality, ESH and many other systems. Take away the corner stone and the organisation starts to crumble. C How would your organisation cope if your key staff did not return to work on Monday morning? Not very well? Take heart – you are not alone! Many processes and operations have been developed empirically over time. These form a large part of an organisation’s intellectual property. If not documented and kept up to date, that property resides with your staff - not the organisation. Document control is a proven way to retain up to date intellectual property and make certain that staff act in a uniform way - be it managerial, operational, ethical… And it ensures continuity! Paper Tiger Document Control module is not a simple Document management system but a true Document Control system. It actively tells document users when a document they use has changed or been made obsolete, it tracks when related documents have changed and it calls for refresher training (and list who shall receive it) when a training document has changed. The Paper Tiger approach to document control works in large and small organisations – Electronic or Hard copy distribution or any mix thereof. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O C WHO NEEDS IT? To enable people in an organisation to pull the same way, everybody must know about and have access to the SAME policies, procedures, manuals, pricelists, instructions. . . Any type of document can be managed PROCEDURES DRAWINGS SPECIFICATIONS PRICE-LISTS PICTURES MANUALS SAMPLES… PAPER TIGER DOCUMENT CONTROL Managed documents created, updated and distributed without controls, will get lost, become out-of-date, obsolete, untraceable, DOES YOUR ORGANISATION NEED IT? ? mixed with unauthorised versions. In short, they will become a problem rather than a solution. The Document Control Process has the potential to be very disorganised, chaotic and difficult to manage! WHEN was it sent? WHO has the document? WHEN was it received? WHO is it from? WHAT does it relate to? WHAT does it reference? WHO will review it? WHEN will it be reviewed? WHERE is it located? WHAT is it about? Paper Tiger will ORGANISE this information and create a clear and simple management system of distribution, references and To. Paper effectively review. Tiger manages manage controlled information about each document and it’s uses. Ityou links the documents document auditing and training NEEDto TO KNOW and triggers redistribution and refresher training when a document is updated or changed. WEBSITE EMAIL & papertiger@xtra. co. nz Paper & www. papertigerxt. com electronic, internal external distribution X

D O C DOCUMENT CONTROL is the art of MANAGING and SYNCHRONIZING DISTRIBUTED and SHARED documents The Document Control module in Paper Tiger manages the document management processes and integrates with other Paper Tiger modules. PAPER TIGER DOCUMENT CONTROL THE DOCUMENT CONTROL MODULE MANAGES… Documents are NOT stored in Paper Tiger only critical information about each document is kept in Paper Tiger. Thus any type of document in any format can be managed. Hard or electronic copy, samples, pictures - anything that conveys information and is distributed in a controlled manner can be managed using Paper Tiger. WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz Information about the document itself The document approval process Information about all document users Distribution to document users References to other documents and standards Documents and standards used in auditing Documents and processes used in training X

D O C A DOCUMENT. . . Two notices are sent to recipients to confirm and remind them of which documents they have received. The Transmittal notice has to be signed off and returned to show that the document has been received thus creating tangible proof of receipt. . Paper Tiger CLICK to monitors continue the status of the document distribution loop until it is closed. PAPER TIGER DOCUMENT CONTROL Is CREATED in your organisation It’s details are ENTERED into Paper Tiger. . . and DISTRIBUTED on a needs basis …it is PREPARED for distribution to recipients Recipients receive a PERSONAL INDEX which lists only documents issued to them… and a TRANSMITTAL NOTICE which lists the new or updated documents being issued to them at the current time. DETAILS are entered into Paper Tiger and the distribution loop is closed YES Has the TRANSMITTAL NOTICE been returned? NO & CONTINUES to be generated until the notice has been returned WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz A REMINDER NOTICE is generated. . . X

D O Document Control : A Step-by-Step Guide C Entering Document Details into the System ACCESSING THE The Master takes you toto a screen where you create Control the unique Click this Documents Icon in theicon Back Office open the Document DOCUMENT CONTROL records Menu. required to control each document. Click to open the screen MENU The Menu is divided into three sections. . . 1 The main DOCUMENT CONTROL functions. 2 The UTILITIES section. 3 The STATUS section. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz

D O Document Control : A C The Master Document THIS SCREEN TELLS YOU The Location fields can be hyperlinked to the document or Step-by-Step Guide intranet site where the document is located. Click the Form hyperlink and the document will open. Paper Tiger can also link to Microsoft Share Point using the hyperlinks. The Document’s name & identification. . . Where to find it. . . When it was created, updated and reviewed. . . Which version it is. . . Who approves it. . . What it is about. . . Is it to be audited or used in training. . . Which other documents makes references to it. PAPER TIGER Data like authorisers, locations, subject areas are available in the user defined drop down menus for quick WEBSITE www. papertigerxt. com EMAIL selections. papertiger@xtra. co. nz X

D O Document Control : A Step-by-Step Guide C The Document Distribution Screen PAPER TIGER MANAGES THE DISTRIBUTION OF EACH DOCUMENT The screen is divided into three sections. 1 Details of the DOCUMENT itself 2 Details of the RECIPIENTS Recipients can be Manuals, Positions eg Production Manager, Locations like “Cafeteria notice board” but should not be individuals. 3 Access to CONFIRMATION & Recipient screens PAPER TIGER Click this Icon in the Master Documents Screen to open the Document Distribution Screen - where distribution is set up for each document. Documents are distributed on a needs basis. A machine operator may only need 10 or 15 SOP’s and other instructions, A supervisor maybe 50 and the department manager perhaps 100. The key is to only distribute documents that are relevant to each position. Paper Tiger will keep each recipient informed on changes or obsolescence of any document distributed to them (as well as generate retraining reminders for any person trained in any changed document). Paper Tiger is a document control system – keeping recipients and trainees current with changes and updates is the main difference between a document control and a document WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz management system. X

D O C Optionally Paper Tiger can Document Control : A Step-by-Step Guide confirm distribution Distributing the Document automatically when the transmittal notice is printed. WITH PAPER TIGER YOU CAN DISTRIBUTE DOCUMENTS AS HARD OR ELECTRONIC COPY OR BOTH, INTERNALLY OR EXTERNALLY TO CUSTOMERS AND SUPPLIERS. You can SELECT the recipients of the document using Drop-Down menus. . . UPDATE and ADD recipients as necessary Once the document is distributed - it is CONFIRMED in Paper Tiger that it has actually been DISTRIBUTED. Distribution is confirmed in this screen by a single mouse click. By document or en masse. PAPER TIGER Distribution can be by document - eg select a document and then select all recipients of that document OR By Recipient - eg select a recipient and then select all documents to be distributed to that recipient OR any mix of the two. Distribution can also be duplicated so that one recipient will get the same documents as another recipient or one document gets the same distribution as another document. Saves time and effort Each distributed Document is accompanied by a TRANSMITTAL NOTICE and a PERSONAL INDEX. WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O Document Control : A Step-by-Step. The Guide form requests Dover to C DESTROY the obsolete or The Transmittal - Withdrawal Noticesuperseded documents in his manual. This is critical to prevent obsolete or old versions of documents from circulating. You can change the text and ask him to RETURN the superseded documents with the transmittal notice. A TRANSMITTAL- WITHDRAWAL NOTICE SHOWS WHAT A PARTICULAR RECIPIENT WILL RECEIVE ON A GIVEN DAY. Today, Dover Smith received notification of one updated document and one obsolete document. He also received a copy of the actual document and a personalised index for his manual Now, he has to SIGN this form and RETURN it to you - the document controller - so that you know and he knows he has received it. The purpose of these notices is to make sure recipients are up to date on any changes concerning their job. And to PROVE that people actually has received what you sent. PAPER TIGER CLICK to continue WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D Receiving a fresh index every time a document is issued or re-issued makes it easy to check that the documents in the manual are current. O Document Control : A Step-by-Step Guide C The Personal Index A PERSONAL INDEX LIST ALL DOCUMENTS ISSUED TO A RECIPIENT This one shows every document issued to Distribution Manual 4 It also shows any obsolete documents that has yet to be acknowledged as having been removed from Distribution Manual 4 Document VERSION and when each document was last updated are shown. New or updated documents are marked with a star. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O C Recording returned transmittal and withdrawal notices in the document control module is simple and fast. Document Control : A Step-by-Step Guide Recording returned notices – closing the loop Click this Icon in the Document Distribution Menu to open the Acknowledge Screen - where returned Transmittal and Withdrawal notices are recorded All documents sent out are shown here To acknowledge return of the signed Transmittal or Withdrawal Notice - click this tick box. . . and Paper Tiger will enter this date in the received date field. Once clicked the document will disappear from the screen. The distribution loop is now closed and no further action is required. . PAPER TIGER Existing dates in the Received date box shows the dates of the previous distribution. WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

WHAT ABOUT ELECTRONIC DISTRIBUTION? Electronic Documents are NOT distributed per se - they are made available on a server, intranet or internet site. Document distribution is set up exactly as for hard copy distribution, but electronic recipients do not receive documents or indexes - only transmittal notices for documents, policies etc “issued” to them that have changed, been updated or made obsolete. Click to continue ELECTRONIC DOCUMENT DISTRIBUTION. . . Paper Tiger manages hard and electronic distribution concurrently. Electronic for staff with access to a PC Hard for factory floor staff, outside contractors, customers, resellers etc. In any mix. Click to continue Hard copy recipients receive Documents + Index + transmittal notice Is SETUP exactly as hard copy distribution - on a need basis Each Recipient is tagged as either Electronic or Hard copy recipient An electronic index, with hotlinks, is placed on the server or intranet site to make navigation easy. Documents are made available as Read Only documents (eg pdf) on a server or intranet site BUT Electronic Recipients receive Transmittal notices only (hard or soft copy) - listing updated and new documents “issued” to them. They need to look up changes on server/intranet, sign and return the transmittal notice. Click to continue The return is recorded in Paper Tiger and the distribution loop is closed YES & CONTINUES to generate until the notice has been returned and the loop closed Has the TRANSMITTAL NOTICE been returned? NO Paper Tiger generates a REMINDER NOTICE X

D O Document Control : A Step-by-Step Guide C Electronic Recipient Transmittal - Withdrawal Notice The transmittal notice directs Tim to where the document is available to view. If the transmittal notice has been emailed - then this is a hotlink and he need just click the link and the document will open AN ELECTRONIC RECIPIENT TRANSMITTAL- WITHDRAWAL NOTICE IS ALMOST IDENTICAL TO A HARD COPY RECIPENT TRANSMITTAL NOTICE. EXCEPT FOR THE MESSAGE AT THE TOP. Electronic recipients receive only one document, a transmittal – withdrawal notice to sign and return. Experience has shown us that even for electronic recipients a notice that must be signed and returned is far more effective than just an email notification to ensure that people actually check the updated or new document. And it provides proof of receipt. Now, Tim has to SIGN this form and RETURN it to you - the document controller - so that you know and he knows he has received it. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O Document Control : A Step-by-Step Guide C Document Review PAPER TIGER PROMPTS YOU TO REVIEW CONTROLLED DOCUMENTS. Click this Icon on the Document Control Screen and the Document Review Interval Window will open. In this screen the time interval between reviews can be set for all documents in one hit. However in the Master document screen review intervals for individual documents can be altered to suit. Controlled Documents must be reviewed on a regular basis to ensure that the information they contain does not become outdated while the document remains in circulation. Paper Tiger will generate review reminders for each person assigned document ownership. Click to view. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz

D O C THIS REPORT LIST ALL DOCUMENT REVIEWS SCHEDULED FOR THIS OWNER Each document owner receives a monthly list displaying documents due for review. Reviews not completed are added to the following months list. The Documents listed HERE. . . Obsolete documents are withdrawn. Changed documents are reissued. Reviewed documents with no change review recorded in Paper Tiger - no other action. The review clock restarts automatically. Are due to be reviewed by this OWNER. On completion the form is signed and returned to the controller. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O C Document Control : A Step-by-Step Guide References between Documents, Standards, Policies other Documents…. PAPER TIGER ALLOWS YOU TO CREATE REFERENCE LINKS BETWEEN DOCUMENTS Using the Document Reference Facility a document can make reference to other documents, standards, policies. . . …and link them to each other. What if a policy changes – which other documents are affected? The reference module has the answer. The reference module can be used to create document maps like which documents meet the requirements for each clause in a standard OR which SOP’s, specifications, instructions etc are required to manufacture a specific product. PAPER TIGER This facility is designed so that if you UPDATE or CHANGE a document, policy or standard to which other documents make reference – Paper Tiger will prompt you to check which other documents are affected– both ways. The check is instant. This is helpful in keeping the organisation’s documents synchronized. WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

O You can view EXTERNAL references - such as ISO standards - Paper Tiger will generate a map displaying where each document fits against each clause in a standard. You can have any number and type of Document Control : standards A Step-by-Step Guide and clauses. C Create References to other Documents and Standards D PAPER TIGER ALLOWS YOU TO CREATE LINKS BETWEEN DOCUMENTS Details of the REFERING document are displayed …along with a list of every document and standard or clause that it REFERS TO. Drop down lists for quick setup Or view a complete report of ALL document references. Or view a report of ALL of documents that makes reference TO the above 10. 5. 4. document. Click to see sample report PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz

D O Documents in any system are rarely “stand alone”. They comply with policies, regulations, standards etc or are part of a project or manufacturing process. When any of these change you need to know which documents may be affected. Sample Document Reference Report C THIS REPORT LIST ALL REFERENCES MADE BOTH BY and TO THE SAMPLE DOCUMENT 10. 5. 4 The Documents that 10. 5. 4 makes references TO are listed here …And references made BY other documents to 10. 5. 4 are listed here Every time a document is updated in the Master Document screen Paper Tiger generates a reference report like the one above to ensure that documents referencing OR being referenced by the changed document are also checked. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O This. Step-by-Step section has all reports. Guide required to manage the Document Control A CLICK to : continue document control system. Paper Tiger automates a lot of functions here and keeps This section has master indexes, general information, status and track on who shall receive which documents. productivity reports. Reports can be filtered to suit Paper Tiger automates the process of generating indexes, transmittal notices, review reminders etc. They THE DOCUMENT CONTROL can then be printed as hard copies or sent using the MODULE HAS POWERFUL automated email functions. C Reporting REPORTING FUNCTIONS The reporting section are in two parts: “Master indexes and reports” and Document distribution”. PAPER TIGER WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz X

D O C PAPER TIGER INCLUDES A RECORD TRACKING FACILITY. Record name & subject the person responsible the record’s locations duration of storage. Document Control : A Step-by-Step Guide Click the Records Register Icon in the Document Control Screen to open the The Records Register screen. This function maintains a register of superseded and obsolete documents & records. Archived production, business, staff, tax, test, analysis records. . . who can access how is it indexed alphabetically, by date, by what? Paper Tiger also generates REPORTS on the archived documents and records. PAPER TIGER The Paper Tiger record storage module is basic but meet the requirements of various standards like ISO and similar. It is a function that is often overlooked by many businesses - it takes very little effort to set up but can pay good dividends in saved time and reduced aggravation. Records can be stored as hard copies (dry, secure and accessible) or as WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz electronic records on a server (regular backups, backups kept off site). X

PAPER SOFTWARE TIGER LTD Document Control Management - DOC You have reached the end of this demonstration THANK YOU FOR YOUR TIME If you would like to know more please contact us on the email address below. WEBSITE www. papertigerxt. com EMAIL papertiger@xtra. co. nz