Page 17 - Creative Ebook
P. 17
Document Change Control - Qualifying Questions
What is your ECM strategy? Is Content Suite an If you have no document control in place do you have any
integral part of your strategy? issues with company documents? (see examples of document types in previous
If Content Suite is an integral part of the company strategy, the organization is slide)
If there is no doc change control application in place errors will occur throughout the
interested to see how it can expand the use of the CS platform and it wants to organization from the quality of a product or service to maintaining a happy workforce. There
leverage Content Suite to automate more processes then this is a good company to would be no standard document creation or revision process. No process for change
talk to about DCC. If the answer is no ask why. For example, is it because there is no requests. No document creation templates, no permissions or obsoletion process. Company
document control in CS? data will be unreliable
Who looks after your company document control or is Is the lack of an automated document control system costing
this the responsibility of each department? the organization?
There may be a specific person such as a document controller, the Content Suite An uncontrolled or manual document control process will mean excessive time and money
manager or the IT manager who is responsible for document control. This person spent on trying to manage data and documents. Fixing the errors that occur takes time and
could be in the IT, Information Governance, Information Systems or Quality money, errors are always costly and sometimes irreversible.
department. Alternatively each department may be responsible for their own KineMatik DCC is an automated, low code document change management Application which
document control or at least drive and influence the requirement. will save considerable time and money on managing the lifecycle of an organization’s
It is important to understand who has this responsibility. The requirement could also documents with a complete document activity history and audit trail.
be driven by the senior exec team in order to cut costs in various departments from
IT to Quality.
What doc management system do you use to manage Is it difficult to maintain regulatory compliance?
your document control or is it a manual process? Auditing and compliance verification is determined through the scrutiny of documented
Companies may have no automated document control solution in place (manual) or evidence. Lack of document history makes this impossible
Without a document change and control process it is difficult to have an accurate audit trail or
have a customized Application or even be using a separate Content Management document event history. Without this audit trail it is difficult to maintain regulatory
solution for document control. compliance.
• Manual document control processes are prone to errors and will not be
compliant. KineMatik DCC is an automated document control process captures centralized audit trails
• Customized solutions are cumbersome and take time to maintain and upgrade. ensuring up to date relevant and compliant content throughout the organization.
Easily see the document event history of all document changes in a single location creating a
KineMatik’s DCC is a low code Application which is easy to maintain and reliable audit trail and safeguarding regulatory compliance
upgrade.
• Using another document management system for document control as well as
Content Suite is expensive and time consuming, companies should consolidate
on one Content Management system to save considerable time and money.
Do you have a customized document change control Do you get requests from various departments to help manage
application in place? document change management?
Customized document change control processes on Content Suite are heavily For example marketing want to ensure that all of their assets and content such as brochures
coded, difficult to maintain and costly to upgrade. KineMatik DCC is a low code are up to date and only accessible to approved users. The HR department needs to manage
application which is easy to configure, maintain and upgrade. all review documentation, training records and more. Finance need to control the creation and
change management of documents such as Financial statements, business plans and EOY
reports.
KineMatik DCC can be configured for each departments’ worksflows and required forms.
