ISO Document Control Management

Provide closed-loop management of system documents covering preparation, approval, release, distribution, recovery, and scrapping for ISO-certified enterprises, ensuring standard implementation, version traceability, and executable auditing.

What is ISO System

ISO is a collection of management system standards formulated by the International Organization for Standardization. By establishing a controlled file system, enterprises can include policies, processes, work instructions, record forms and other files into unified standardized management, thereby meeting internal control requirements and external audit requirements.

• Cover common systems such as ISO 9001, ISO 14001, ISO 45001, etc.
• Ensure documents have single source and single version with controlled release
• Make execution process traceable, verifiable, and continuously improvable

ISO Document Management Challenges

Non-standard Audit

Document approval chains rely on offline or email transmission, nodes are easily missed, and audit responsibility is difficult to trace.

Version Confusion

Multiple versions of the same file coexist, expired versions are obtained on-site, leading to execution deviations and audit risks.

Difficult Search

System documents are scattered in multiple directories, searching by department or position is inefficient, and training and execution costs are high.

Untimely Distribution

New versions cannot be quickly distributed to positions, recovery of old versions relies on manual work, and closed-loop management is difficult to truly implement.

Solution - ISO Document Control Management

Control Process

Following the standards of ISO system document control management, provide powerful process management and document full lifecycle management, using electronic processes to standardize the internal control process of ISO documents.

• Standardize the entire process of ISO document preparation, modification, review, distribution, recovery, borrowing, destruction, etc.
• Support process customization, adjust or modify processes according to actual enterprise needs
• Multi-level process strategy settings, set different approval processes for different document classifications
• Support serial signing, parallel signing, countersigning and other process forms

Preparation & Approval

• High form flexibility, customizable approval nodes and approval managers
• Support form customization, can define form fields and other content
• Support custom approval modules, steps and approval personnel can be flexibly set
• Support mobile WeChat and DingTalk push approval messages to achieve mobile office

Distribution & Recovery

• Support electronic distribution, paper distribution and other modes
• Electronic distribution can limit distribution period, expires after expiration
• Control the recovery of electronic and paper documents through processes
• Record all distribution and recovery operations in detail

Review

• Set reminders for controlled documents and review regularly
• After the review document is approved, use can be extended
• After the review document is approved, document expiration can be processed
• After the review document is approved, confirm that the document needs to be modified and invalidate the document

Borrowing

• Users fill out forms by themselves to initiate borrowing applications
• Online viewing, print PDF, download PDF, print original, download original
• Time-limited viewing, automatic recovery after borrowing period expires
• Physical file borrowing: view original, borrow copy, borrow original

Abolition

• Customize the abolition date of the document, automatically abolish when expired
• After the document abolition application is approved, the system sends messages to the notified personnel
• Documents that have passed the abolition approval are automatically marked as invalid
• Abolished documents are automatically archived to designated locations

Opinion Handling

• Submit forms and propose handling opinions on specific documents
• Document administrators decide whether to accept or reject the handling opinion based on the actual situation
• Proposal, acceptance, and rejection of opinions are tracked in a standardized manner through forms
• System automatically records the handling results of opinions

Document Repository Storage

Documents are stored by category, achieving unified management through attribute extension, full-text search, permission control, version management and other functions.

• Store various archived files in an orderly manner by folder navigation
• Adopt numbering rules to automatically generate numbers and support numbering rule customization
• Full-text search combined with permission control ensures document security while quickly accessing files
• Version management ensures that the accessed files are the latest versions while being able to trace historical versions

Direct Distribution to Workstations

Fully electronic processing, reducing manual work and lowering the risk of leakage.

• Pre-set push time and push document content, no need for manual distribution and signing
• No need to distribute the entire document, set workstation corresponding page numbers, only distribute partial page content
• System automatically recovers after production is completed
• Electronic management, reducing manual work and lowering the risk of leakage

Statistical Reports

Display and export various statistical reports, support expansion and customization.

• Borrowing information statistics: historical borrowing information, unapproved borrowing, unreturned borrowing, overdue unreturned borrowing
• Document report statistics: number of files in each folder, number of borrowings, number of overdue unreturned
• Physical file borrowing statistics: all borrowed physical files, overdue unreturned files
• Document distribution pending signature statistics, recovery pending signature statistics