Using Carmen document control software is easy and virtually foolproof. Electronic document management has never been easier, for employees working on documents, managers overseeing production schedules and progress and employees who need to view documents being accessed by another employee.
This example demonstrates Carmen's document management system at work… from revision control to version control and everything in between. Carmen is the document control software of the future… and it's here now, only from Manedge Software.
"THE TRAINING MANUAL"
- Signing Out a Working Copy
Julie, the documentation lead for her company, is revising a product manual. She signs the manual out of the electronic document management library; meanwhile, other users may access a "read-only" version. Version control ensures one person at a time makes changes – preventing accidental overwrites.
- Leveraging Existing Knowledge Stores
Knowing the company's safety policies have changed recently, Julie uses the electronic document management system's list builder to retrieve a list of documents with the latest approved instructions; these she incorporates into her new manual.
- Collaborating
After finishing her updates, Julie transfers the document to Dave, the technical lead. Automatic email notification advises Dave the manual is ready for his input.
A few days later, when Julie checks the document status, she notices Dave has sent it to Celina, their graphic artist, to develop diagrams. Julie then knows to ask Celina for progress.
- Document Approval Process
When Celina finishes the graphics, Julie reviews and approves them, then submits the manual to the executive staff for final approval. All designated approvers receive email notifications, informing them the document is ready for approval. Periodically, Julie checks to see who still needs to sign off. Gentle reminders at key moments keep the ball moving.
- Create "History" Copies of Documents
Doucment control and functionality at its best: Upon approval, documents get filed in a library; the original is transferred to a history folder - renamed, indicating revision; the new version replaces the library's original. This revision control system ensures current versions maintain their names and locations, so links from other documents remain intact.
This document management system provides continuity, document version control, revision control and excellent file management.
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