| To most companies web document management | | | | controls (i.e., reports); |
| (WDM) and web document control (WDC) are one | | | | - Allows for the distinct roles and rights of employees; |
| and the same but essentially--when one discovers the | | | | - According to an article by Christopher Stainow [2], "It |
| gritty truth--the terms actually represent distinct | | | | is important that access to the documents is regulated |
| features. To recognize these distinct features may be | | | | so that only the appropriate documents and their latest |
| the first step in recognizing the right doc management | | | | versions are available to the people who require them. |
| or control solution--or both. [1] | | | | In addition, out of date documents must be archived |
| Document Management | | | | for historical purposes." |
| It may be helpful to think of document management as | | | | Why Invest in Both? |
| primarily concerned with the management of | | | | It is probably apparent that investing in a solution that |
| documentation as opposed to doc control, which, as | | | | provides both WDM and WDC (web document |
| will later be shown, is primarily concerned with the | | | | control) features is necessary, especially for |
| control of those who would--or would try--to | | | | companies that exist in highly regulated environments |
| manipulate that same documentation. For example, | | | | such as pharmaceutical, medical device, blood, biologics |
| WDM solutions will often include the following features: | | | | and/or ISO-compliant manufacturing arenas. |
| - A centralized and web-based archive for storage of | | | | For those companies interested primarily in document |
| documentation; | | | | storage and especially the storage of "every-day" |
| - Simple or complex search mechanisms; | | | | documents [3] that are not essential to compliance |
| - Document version control; | | | | with recognized regulations and standards a basic |
| - Collaboration facilities; | | | | web document management solution may suffice. |
| - Mechanisms for converting hard-copy documentation | | | | Further Considerations |
| into digital documentation that can then be stored in a | | | | For companies that are highly regulated it is important |
| centralized archive; | | | | to start taking steps beyond disparate document |
| - Index features; | | | | management/control solutions. For example, highly |
| - Security | | | | regulated companies should be considering web doc |
| Web Doc Control | | | | management and control solutions that provide |
| Web document control, as mentioned above, is | | | | collaboration, training and reporting features as well as |
| primarily concerned with the control of those who | | | | the option to launch business process management, |
| would manipulate documentation. Referring to the | | | | quality management and product life cycle |
| "control of people" however doesn't always evoke the | | | | management solutions from the same web-based |
| most pleasant of pictures so it may also help to think | | | | system. These types of solutions are becoming more |
| of document control as the control of documentation | | | | readily available as siloed mishaps and communication |
| as it is manipulated, transferred or versioned multiple | | | | errors are making a need for streamlined |
| times by the system's users. Web document control | | | | communications across departments and systems a |
| solutions should provide the following features: | | | | necessity for a globalized business economy. |
| - An audit trial (the whos, wheres, whats and whys); | | | | Reference |
| - Mechanisms that allow for planning, release, approval | | | | 1-3. The main ideas of this article have been garnered |
| and archival; | | | | and paraphrased from an article entitled, Document |
| - Securities specific to regulatory controls for specific | | | | Control Versus Document Management by |
| documents such as those regulations affected by 21 | | | | Christopher Stainow. Extracted on February 21, 2009, |
| CFR Part 11; | | | | ezinearticles.com |
| - Not only version controls but trackable version | | | | =1923346. |