We all understand the importance of an Enterprise Content Management (ECM) system. An ECM helps to keep track of all organization information in a centralized location, helps regulatory compliance, can increase productivity, deal with auditing and versioning and speed up the business process. However, an ECM is typically a platform that needs configuration.
An ECM is an investment and initially, in particular, a large monetary and resource outlay. Stakeholders often expect an organization to optimize the company ECM and gain value as fast as possible. This value comes from users getting access to the configured ECM and its content. That means access to documents and other data. Longer term value can also include other business applications.
In acknowledging that users need access to documents
and content, it is imperative that the content is accurate, relevant and is the latest version. In other words, the content needs to be managed using a set of processes, i.e. Document Change Control. It is only when these processes are utilized that the true value of your ECM is realized.
Quality is a priority for most organizations and a Quality Management System (QMS) is a foundational component. Quality processes, whether they are automated or manual, should be in place for all departments of an organization. It is equally important to have quality tools in place to manage and control your ECM content. A Quality process is critical for your ECM content to ensure there is a standardized method to efficiently and promptly manage and control handling of all company documents and records. How else can you be assured that your product has been designed from the latest design drawings? How your product has been tested according to the latest test procedures? Or if you are working off the latest project budget?
A robust Document Change Control process lies at the heart of a Quality Management System and should be an integral part of your ECM. Every aspect of auditing and compliance verification is determined through the scrutiny of documented evidence. Document Change Control is a QMS process that ensures controlled changes to those documents (e.g. SOPs, design specifications). Integrating a Document Change Control tool into your Content Management system can assure you of having up to date, relevant and compliant Content Management system content.
KineMatik QMS Application – Document Change Control is an effective Document Change Management application for OpenText* Content Suite. This application automates and controls the document change management process in a workflow driven environment while utilizing the document management and security features of Content Suite. This Document Change Control application, integrated with Content Suite, automates your document revision processes, review and approval assignments, documents review periods while providing notification alerts for any workflow assignments and reporting.
With all the inherent benefits of a Content Management system most organizations understand the need to have Quality processes in place. It is critical that the Document Change Control process is an integral part of the overall Content & Quality Management solutions.
For more information on any items in this blog please contact KineMatik on email@example.com
* OpenText is a global leader in Enterprise Information Management (EIM)
About the Author:
Dr Aaron Norman is SVP of Operations with KineMatik, an OpenText 3rd Party Technology Partner and a provider of OpenText Content Suite business applications.