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The ISO 9001 standard states that the company must "establish and maintain written procedures to control all documents and data relating to the requirements of this international standard".
ISO 9001 REQUIREMENTS ARE SET FORWARD TO:
- Distribution and approval of documents by authorized personnel,
- Controlled management of the stages of validation and distribution of documentation,
- Secure access to documentation,
- Identification of changes and their nature,
- Tracking updates,
- Reference list of revisions in force,
- Deletion of outdated documents.
Why stick only to "written procedures"? Might as well apply them... right?
Less formalism... more action! Discover here the key features that meet the requirements of the ISO 9001 standard...
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SIMPLE AND SECURE MANAGEMENT OF ACCESS TO DOCUMENTS AND THEIR DISTRIBUTION:
- Each project and department has its own dedicated collaborative workspace
- Access to spaces and their documents are managed by business managers
- The structure of the spaces can be hierarchized as cross-functional, while remaining simple to understand
- Documents can be shared between multiple locations without any file duplicates, the GoFAST exclusive "multi-location" feature,
- The system administrator has no access to content by default (authorization given by business managers)
- Each working document can have its publication version to master distribution in spaces with a wider audience
DOCUMENT ACTIVITY MONITORING, VERSION MANAGEMENT AND CENTRALIZED EXCHANGES:
- Each file update is versioned and numbered, with timestamp and identified contributor,
- All versions remain accessible (unless voluntarily deleted),
- Ability to leave comments and annotations to describe the nature of the updates,
- All exchanges concerning a document are centralized and accessible to members of the project and/or service team,
- Online editing with lock via its Office suite or co-editing with the integrated Collaborative Suite, guarantee that no version is "overwritten" by a colleague,
- All document activity (additions, modifications, comments, etc.) is included in a summary notification in compliance with rights, as well as on the activity feed in real time.
NB: The OnlyOffice Collaborative Suite is integrated only in GoFAST Enterprise Edition (possibility of editing with lock with its MS Office Suite, Libre Office... with GoFAST Community Edition)
THE WORKFLOWS ENGINE TO CONTROL THE DOCUMENTATION VALIDATION AND DISTRIBUTION STAGES:
- Simple to start a process on a single document or on a set,
- The documents remain attached to the process until its finalization,
- Employees with access to the document are informed of the processes in progress or archived,
- Ability to model workflows adapted to business processes (management of invoices, letters, contracts, agreements, etc.),
- Guarantees compliance with the stages of development, verification, validation, correction, signature and distribution,
- The history of the steps and exchanges linked to the process remain accessible at all times to the participants of the workflow.
NB: Workflows are only available with GoFAST Enterprise Edition
THE CONCEPT OF RETENTION PERIOD:
- Ability to create and manage "Categories" of document by Collaborative Space and to associate a retention period to it (eg: category "Invoice" available in the "Administrative Service" space triggers a retention period of 10 years on documents),
- Documents with retention period in progress are read-only to respect their good compliance,
- Documents with a current retention period are identified and indexed by the powerful search engine,
- Once the retention period is pending, an alert is sent to the designated archivist,
- The retention period allows documents to be prepared for archiving (to upload them to RMS, for example).