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How to improve your quality approach? Analysis of the life cycle of a document in a EDM

In an industrial context, improving product quality, reducing the cost of non-compliance and complying with certifications imposed by customers and markets are at the heart of our concerns.

In order to take these constraints into account, one of the first steps to be taken to unite all the company’s players around a quality approach is to structure its dematerialized document management in a single repository.

The life cycle of a record can be broken down into the following four stages:

Creation and technical valorization as a quality lever

Creating the document (or updating it) is the starting point. In a continuous improvement process, a document is derived from internal or external sources, which must be clearly referenced, in order to guarantee the traceability of the information. In a quality document updating issue, a digital EDM solution allows to identify documents that have not been used for some time, in order to prioritize the actions to be implemented.

One way of enhancing its content is to standardise the documentation based on validated templates saved in a library that can be sorted by type, activity and site. In addition to ensuring better traceability of the document, this archiving makes it possible to strengthen sharing and collaborative work between different teams or departments.

Validation ensures the reliability of the information.

The document validation process is an important step in bringing the approach into compliance. First of all, to place its quality approach in a context of reliability. Indeed, given the value of the information contained in the document, it is necessary to share this document, through a validation workflow, so that all stakeholders can integrate their expertise into the document. In order to ensure good coordination, it is necessary to be able to integrate a notification process that makes it possible to follow the validation of the document step by step and to be alerted immediately. And, in doing so, not to create a gap in the company’s technical assets.

Also, a validation workflow makes it possible to pass on a sensitive document while respecting confidentiality constraints (Design Office, Production, suppliers, etc.). The security of documents must not be neglected to ensure the continuity of the company’s activity and only communicate relevant information.

Diffusion reinforces collective intelligence

Then comes a part often neglected in companies that do not have a central document management repository: the distribution of the quality document. According to a Morar Research survey:

« More than 50% of companies acknowledge that they have lost business opportunities due to the unavailability of timely and relevant data.»

In addition to facilitating the consultation of reference documents, the digitization of these documents allows a gain in productivity thanks to an improvement in the search for the necessary information. Whether by searching by keywords down to the content of the documents or by subscribing to content types (mailing lists, favorites), employees can more easily focus on tasks with higher added value than on peeling pages and pages of documents.

Capitalization guarantees traceability

The capitalisation of validated information must be consistent with the structure of the company. But in a context of digitalization, access to information is facilitated. Already, because the document is capitalized on a Cloud, allowing the aggregation of all useful information (declaration of events, investigations, single action plan, audit management, supplier portal). By strengthening collaboration between all the company’s entities, it is more efficient to centralize the steering of quality actions.

But also, this aspect allows an improvement of the quality of the products, thus reinforcing customer satisfaction by simplifying the steps of problem resolution, almost in real-time, while offering a structuring allowing the management of internal and external audits.

The company BASSETTI with its Technical Expertise Management is committed to implementing methods, tools and IT processes to structure, archive, and disseminate knowledge with high added value within the company.

To learn more about the advantages of an Electronic Document Management solution for your quality documents (certificates, standards, procedures, reports, etc.), do not hesitate to visit our website:

Or request a demonstration by our technical teams:

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