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What is a controlled document?
A controlled document is one that is subject to change control during it’s life cycle. A typical example is an engineering drawing, which often undergoes many revision changes between the time it is first issued, and the time when the work it depicts is completed on a project. Other examples are procedures; specifications; reports; in-fact any document that could be revised and re-issued.
The word “Control” means that the document may have been checked or reviewed prior to it’s release. It also means that any subsequent revisions will also need to be checked and reviewed carefully. After release it is also important to carefully “Control” who is given a revised document to ensure that they no-longer work with documents that have been superseded.
Why manage controlled documents?
The need for a system to manage the distribution of controlled documents arises, when both the number of such documents, and the number of people who receive one or more them, is large. Even on a small project with 500 drawings, if there are five people in your company and five external companies involved with the project, and if each document is revised 3 times, this would lead to 15,000 document transactions. Then even if just one person is working to the wrong revision of a controlled document, it could cause a disaster.
How does QDMS manage controlled
documents?
QDMS uses transmittals to record the issue of controlled documents to recipients. As documents are issued, the system builds a distribution automatically. If a document that has been issued is subsequently revised, QDMS uses it’s unique Pending Transmittals engine to prompt the user to issue the latest revision to those recipients on the distribution, thus ensuring that recipients are kept up to date with the latest revision of documents.
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