What are the best practices for storing, organizing, and accessing your quality control documentation?

As a QA Manager, my journey involved a blend of tech and organization. I brought everything together using Microsoft Teams channels and SharePoint. Then, to make our version control even better, I used the tools like Nitro. Sorted them into neat categories, making everyone's life easier. Tags and metadata made searching a breeze. I set boundaries with permissions and always had an eye on the audit trail. And naming? Oh, consistency was key. Regularly rolling up my sleeves to review content kept things fresh, and going digital cut down our paper chase. Through it all, backing up data was my safety net, ensuring our quality docs were always in good shape and accessible as and when needed. It made our life easy during the audits as well.

In my experience digital systems built for your industry and outsourced from software designers are reliable, easy to use, and can help keep you in compliance.

An example of a digital form developed by a 3rd party software developer is #CompanyCam. I’ve used this platform for many years in professional applications. Its geosynced to establish locations and easy to capture photos, documents and other attachments. Annotations, text descriptions and reporting is quick and easy, and offers archived items that can be easily searched and shared.

Building a system that works for the end user , Key impacts are 1.simple 2.easy to find documents 3.easy to reference documents 4.traceability of changes Most systems are over complicated and fail due to a length over controlled system. Build by design the end user experience

a escolha do formato adequado para a documentação de controle de qualidade no setor de óleo e gás é uma decisão estratégica que impacta diretamente na eficácia, conformidade e eficiência operacional das organizações. Considerar as características específicas do setor e as necessidades do negócio é fundamental nesse processo.

A criação de uma estrutura clara na documentação no setor de óleo e gás é essencial para garantir a eficácia e a conformidade. Aqui está uma sugestão de estrutura: 1. Diretório Principal: 2. Subdiretórios por Categorias: 3. Subdiretórios por Projetos ou Locais: 4. Documentação por Fase do Projeto: 5. Padronização de Nomenclatura de Arquivos: 6. Sistema de Tags ou Marcadores: 7. Índice ou Tabela de Conteúdo: 8. Backup e Recuperação: 9. Acesso Controlado: Ao seguir essa estrutura, você cria uma organização lógica e eficiente para a documentação de controle de qualidade no setor de óleo e gás, promovendo a facilidade de acesso, conformidade e gestão eficaz da informação.

As I'm learning our own new system, its clear you want to be able to easily search through your projects. assigning a job or contract number helps.

If going digital, which you should be, a search box is a must. It creates a fast system that doesn't waste time looking through customer names or dates. Simply type a job number, and BOOM, there's all the data related to it. This depends on how your company assigns contracts using job numbers, purchase order numbers, or line item numbers. You want to have a way to find whichever number will pull up data on a per job basis. Rarely have I needed to look up an entire contract for a customer, but with a search box you still could if need be. Either way, structure of the data being stored is still important. As I said before, you may want to look up something more specific related to a job.

It's a cumbersome and time consuming process to ensure all parties involved actually participate to keep the documents updated and current.

Documentation related to quality control must be implemented using a document control system. Sort the materials first according to their relevance and significance. To keep track of updates and revisions, use version control. To ensure security and convenience of access, use a centralised repository that is available to authorised personnel. For effective searches, use standardised information and naming conventions. To keep processes current, evaluate and update them on a regular basis. Accuracy, consistency, and adherence to quality standards are guaranteed by document control.

Implementar um sistema de controle de documentos no setor de óleo e gás é essencial para garantir a conformidade, a segurança e a eficiência operacional. Isso requer uma abordagem sistemática e a colaboração de várias partes interessadas. Ao seguir essas etapas, você pode estabelecer uma base sólida para o gerenciamento eficaz de documentos no setor de óleo e gás.

Implementing a document control system can be as easy as giving only certain people permission to edit and distribute documents. Although, you should always have more than one person responsible for this. This way someone can verify edits and look at it from a different angle than you. Give priority to one, verification to two, and distribution to three.

From what I've encountered with document management software, people get nervous. They think since something is on the cloud or not a physical piece of paper that they could lose it. Sure, its possible, but that's why you should always back up to a physical server/hard drive at your physical location. We had this same question come up over and over from people that didn't like change and described to them what I said above. Also, showing them the ease of use with these systems can help alleviate any issues they think they will have with them. Eventually there is just as much control, or more, in cloud based/digital systems than there is with paper based systems.

A utilização de um software de gerenciamento de documentos (DMS - Document Management System) no setor de óleo e gás oferece diversos benefícios significativos para o controle da qualidade. Aqui estão alguns motivos para considerar o uso de um DMS: 1. Acessibilidade e Recuperação Rápida 2. Controle de Versões Eficiente 3. Segurança da Informação 4. Colaboração Remota 5. Automatização de Fluxo de Trabalho 6. Backup e Recuperação de Dados 7. Integração com Outros Sistemas 8. Conformidade com Normas e Regulamentos 9. Eficiência na Auditoria 10. Redução de Papel e Sustentabilidade

One thing that I've found to be valuable for staying current is to meet regularly and review and update annually regarding any process methods or procedures particularly your company's safety and quality control SOP's.

Regular review and updating of quality control documentation should be viewed as an opportunity for continuous improvement rather than a mere administrative task 🔄 By implementing a dynamic document management system that incorporates version control, change tracking, and automated review reminders, organizations can transform their quality documentation into a living knowledge base that evolves with the business, fostering innovation and agility in quality processes📈

A revisão e atualização regular dos documentos são práticas fundamentais que contribuem para a eficácia operacional, a conformidade regulatória e a segurança. Aqui estão alguns motivos pelos quais é essencial revisar e atualizar documentos regularmente: - Melhoria Contínua - Alterações nas Operações e Processos - Prevenção de Erros e Desvios - Preparação para Auditorias Ou seja a revisão e atualização regulares de documentos de controle de qualidade no setor de óleo e gás são práticas essenciais para manter a conformidade, a eficácia operacional e a segurança, além de facilitar a adaptação às mudanças no ambiente operacional.

Effective training and communication on quality control documentation is not just about instruction, but about cultivating a culture of quality consciousness throughout the organization🌱 By implementing interactive learning methods, such as gamification or scenario-based training, and establishing regular feedback loops, companies can transform their quality documentation from a static resource into a dynamic tool that empowers employees to actively contribute to continuous improvement processes🚀

O treinamento da equipe para lidar com documentos de controle da qualidade no setor de óleo e gás é de extrema importância por vários motivos que impactam diretamente a eficácia operacional, a segurança, a conformidade e a eficiência geral das operações.

Communication! We've all heard it, but it is seldom practiced in a good way. It's so important that your staff understand how to communicate. Training becomes quicker and audits become more clear to those that don't know the industries lingo. A simple meeting twice a day or three times a week with your staff can cut mistakes caused by miscommunication in half, or even eliminate them. Take the 15 minutes and help yourself become a better leader.

Let's take the case of a medical device start-up. It's important to note that for new organizations - start-ups, for example - who have no business systems in place, just learning how to run a business, and essentially no content for procedures or any idea what documents they need. You can't go right into a heavy-duty QMS (Quality Management System) or an electronic version of it without a lot of "precursor elements" in place. Below is a link to a recent LinkedIn article I wrote about situations like that. Enjoy. https://lnkd.in/etTd-UpJ

Efficiently storing, organizing, and accessing your quality control documentation is crucial for ensuring its effectiveness and simplifying audits Storage: •Choose a secure and reliable storage platform •Consider redundancy Organization: •Develop a clear and consistent filing system •Utilize descriptive and consistent naming conventions •Utilize metadata indexing Access: •Define access controls •Utilize search functionalities •Facilitate document sharing Others: •Develop and enforce document retention policies •Regularly review and update your system •Train your team on proper document management practices •Consider utilizing workflow automation tools

Implementing best practices for storing, organizing, and accessing quality control documentation involves creating a centralized repository with version control and a clear organization structure. Use metadata tagging for efficient search, enforce access controls, and conduct regular audits to ensure relevance and compliance. Consider cloud-based solutions for accessibility, provide user training, and implement automated workflows for streamlined document management. Regular backup procedures should be in place to prevent data loss and ensure historical documentation availability, collectively optimizing efficiency and compliance.

If you’re just starting out with organising the documentation in your workplace, be it because you’re re-working the system or just now starting one, there’s a few things worth noting: 📄Standardising - Ensure people aren’t creating documents in 50 different formats, fonts and naming structures. Establish and enforce a standard for common types of documentation. 📄 Organisation - Create a system that works for your company. Ensure the structure is simple and easy to maintain. 📄Upkeep - Find a way to track documentation, keep it up to date and delete or archive anything redundant. 📄People - Ensure your entire team understands and uses your system. Don’t try jumping straight into a full on QMS - start off small and build your way up. 📈