Document Management System

[Engineer108]

I am looking for suggestions for implementing a Document/Knowledge Management System in a company.
What software, systems, methodologies, etc. are available in the market that would allow users to store, share, edit documents/knowledge/information ?
The intention (dream ?) is that ALL documents/knowledge, including work-in-progress documents and the information "which resides in peoples' heads" must be accessible on demand.

Thank you.

 

[Beggar]

This forum doesn't seem to get a lot of activity. You might think about hunting around in the fora on CMcrossroads.com

However, in the hopes that this discussion will get some traction here, can you elaborate a bit more about the size of your organization and what you guys do?

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Bring back the HP-15

http://www.hp15c.org

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[Engineer108]

Thanks for the response "Beggar".

The company is involved in the design and development of defense equipment. I estimate the size of the organization to be about 5000 people.

I have found some interesting articles on CMcrossroads.com.

Thanks...

 

[aamoroso]

If you are involved in defense I would guess you would be an ISO company. If so you should already have this via document control standards.

If not here is the skinny on Document control.

Define levels for your documents:
Level One - Company Mission Statement
Level Two - Company Procedure
Level Three - Work instructions, drawings, Standard operating procedures...
Level Four - Forms

Next assign approval authority to the different levels

Create a spreadsheet table
Columns should include:
Document Name, Document ID #, Approval (list by title), Revision Level, Electronic Master Copy (location), Master Hard Copy (location), Controlled Copies (locations), Review Frequency, Next Review.

After Identifying those items (be general where you can, for instance dont identify every drawing, but drawings are #'d by part number, approved by engineering, hard copy location engineering..)

Add the following info to your document:
Header (Identify the company and doc title -match the spreadsheet)
Footer - Approval (name not title), Released Date, Doc ID #, and Revision.

Any photocopies of controlled documents should be stamped Reference Only because the user would have to verify they are up to date by checking the table.

Now you know what documents exist, where controlled copies are, who approved them for use, what revision is the latest version. When a change occurs to a document you collect the controlled copies and distribute the new ones.

This is a basic ISO system of Document Control.
Check out this site for more information:
ISO Doc Control

Tons of info there, you can get Doc Control Software but that requires training and $$, so I would start simple and evaluate the need to go further.

Fill what's empty. Empty what's full. And scratch where it itches.

 

[Engineer108]

Thank you for your efforts "aamoroso".
I will follow-up on your advice...