Courtesy: ISO 32000 Document management
Government regulations require that companies working in certain industries control their documents. These industries include accounting (for example: 8th EU Directive, Sarbanes–Oxley Act), food safety (e.g., Food Safety Modernization Act in the US), ISO (mentioned above), medical device manufacturing (FDA), manufacture of blood, human cells, and tissue products (FDA), healthcare (JCAHO), and information technology (ITIL). Some industries work under stricter document control requirements due to the type of information they retain for privacy, warranty, or other highly regulated purposes. Examples include protected health information (PHI) as required by HIPAA or construction project documents required for warranty periods. An information systems strategy plan (ISSP) can shape organisational information systems over medium to long-term periods.
Documents stored in a document management system—such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply can cause fines, the loss of business, or damage to a business’s reputation.
The following are important aspects of document control:
- reviewing and approving documents prior to release
- reviews and approvals
- ensuring changes and revisions are clearly identified
- ensuring that relevant versions of applicable documents are available at their “points of use”
- ensuring that documents remain legible and identifiable
- ensuring that external documents (such as customer-supplied documents or supplier manuals) are identified and controlled
- preventing “unintended” use of obsolete documents
Integrated DM
Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of ‘documents’ across an enterprise. In this context ‘documents’ are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video.
Document management software
Paper documents have long been used in storing information. However, paper can be costly and, if used excessively, wasteful. Document management software is not simply a tool but it lets a user manage access, track and edit information stored. Document management software is an electronic cabinet that can be used to organize all paper and digital files. The software helps the businesses to combine paper to digital files and store it into a single hub after it is scanned and digital formats get imported. One of the most important benefits of digital document management is a “fail-safe” environment for safeguarding all documents and data. In the heavy construction industry specifically, document management software allows team members to securely view and upload documents for projects they are assigned to from anywhere and at any time to help streamline day-to-day operations.
ISO Standardization
Since 1995, Adobe participated in some of the working groups that create technical specifications for publication by ISO and cooperated within the ISO process on
specialized subsets of PDF standards for specific industries and purposes (e.g. PDF/X or PDF/A).[40] The purpose of specialized subsets of the full PDF specification is
to remove those functions that are not needed or can be problematic for specific purposes and to require some usage of functions that are only optional (not mandatory)
in the full PDF specification.
On January 29, 2007, Adobe announced that it would release the full Portable Document Format specification to the American National Standards Institute (ANSI)
and the Enterprise Content Management Association (AIIM), for the purpose of publication by the International Organization for Standardization (ISO).
[40] ISO will
produce future versions of the PDF specification and Adobe will be only one of the ISO technical committee members.[27]
ISO standards for “full function PDF”[40] are published under the formal number ISO 32000. Full function PDF specification means that it is not only a subset of Adobe
PDF specification; in the case of ISO 32000-1 the full function PDF includes everything defined in Adobe’s specification. However, Adobe later published
extensions that are not part of the ISO standard.[27] T