Document Management Principles
The Document Management lifecycle can be defined in terms of the following:
- Definition of requirement for Document. This is sometimes called “deliverables” for Document Management
- Document Creation
- Review and Approval by Document Management team
- Distribution of Document as an approved working copy
- Subsequent document revision
- Re-distribution of revised document to the original distribution matrix
- Disposal or archival of superseded document
Software applications such as QDMS and
TeamBinder provide an underlying framework that encourages the adoption of good document management standards.
Importance of Document Management
Document Management is an important Project Management function. The implementation of good document management practices will benefit the project in many ways:
- Improves the conduct of business in an orderly, efficient and accountable manner.
- Supports compliance with Quality Assurance standards.
- It protects the interests of the Company and the stakeholders in the project
- It significantly reduces the chance of cost blow-outs, caused by working with superseded documents.
- It promises tangible savings in time and resources thorough the use of a common system that is used by
the entire project team with efficient search and retrieval functionality.
Rationale for Document Management
The adoption of a best practice system for the management of documents that enables full auditing of documents from creation to archival is an important project management function. A framework for good quality control by the Document Management team is the resulting objective.
What Documents require Document Management
It is not necessary to subject all documents via rigorous document management principles. Certain documents especially those distributed outside the originating area benefit from strict document management principles. These documents include:
- Drawings
- Specifications
- Procedures
- Manuals
- Policies
- Forms
It is also important to note that all of the above types of documents are likely to be revised and re-issued by the document management team.
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