From import of existing documentation and creation of a ready to go solution to a fully administered service, we can help.
We can import your existing documentation and structure it to meet your needs
Need consistency of format and structure, tidy existing documentation.
We can act as system administrator for your manual or handbooks.
Managing any document control system is typically the remit of a document controller or a document control department. This role takes responsibility for ensuring the right information is available to the right people at the right time by administering & managing the document management system.
This might mean creating identifiers for documents, such as numbering schemes, ensuring documents are stored in the right place and accessible to the right people, ensuring only the relevant people have access to specific documentation.
In some organisations they also are heavily involved in the design and implementation of the document management system. Whether you need an individual or a department is typically determined by the amount of information you have to manage and the number of people who need to access that information.
In some industries, retaining archived, historic copies of older documentation is vital, similarly in others, reviewing documentation regularly and monitoring the effectiveness of information within are vital processes. A document controller or document control department would also help with these tasks.
Producing information around the use of documentation and frequency of change, or audit trails around what changed, when and why are also typically tasks performed by document control.
Skills typically required are expertise in the underlying software that is used to author and distribute the documentation (the authoring tools, for example Microsoft Word, or Adobe Acrobat). This expertise typically extends to expert level, since at times submitted documentation will need to be tidied and formatted to make it useful to the end user, or presented in a specific way, for example in line with brand guidelines, or with specific template formats and documentation standards (a procedural template for example).
Another useful skill for a document controller is to be able to identify related information, documentation rarely exists in isolation, but often refers to other related information. When one thing changes, it can often make other information obsolete, or require related information to also be updated.
Of course our document management solution makes lots of the effort around organisation and access much simpler than it would be in a traditional paper based scenario.
We offer a fully managed document control service, using our own document management system. We can design, implement, maintain and manage your document control solution, effectively we can act as your document controller or document control department.
We understand time is precious, and sometimes you just want a solution to a problem with minimal drain on your time and resources. We, by default, supply a completely empty system for you to configure, structure and populate to meet your needs exactly.
We also offer an optional service via our professional services department that can help you implement a solution that is ready to use from the minute you login. We can import, populate and organise all of your content for you to your exact specification.
Let us the do the hard work of getting your employee handbook or HR manual up and running and ready for use.
If you have a disparate collection of documents in various repositories and formats that need attention in terms of presentation and brand, organisation and identification, we can assist with this. We are experts at organising and structuring information so it’s easy to work with and easy for people to find the relevant documentation.
If you like the idea of the benefits that a fully fledged document management system or employee handbook can bring, but don’t want the burden of administering such a system, we can do that for you. All you need to do then is use the system as end users and we will take care of everything else, including delivering management information as required.
We can offer help with everything from setup and configuration to fully fledged management of your solution and everything in between, removing tedious tasks. Contact us to discuss your exact requirements – from one off help or help during periods of absence to contracted service levels, we would be more than happy to discuss your requirements.