Smk, All About Document Management

Today the word "certification", meaning "done right", accompanies the activities of many self-respecting and valued organizations. A document that inspires confidence in consumers under the name "certificate" is an integral part of quality finished products or the services provided. Formation of quality occurs from the very beginning of the technological process up to the release of finished products with mandatory quality control at all stages of production during its manufacture. The struggle for quality has progressed ever since mankind began to demand an increased demand for goods and services that satisfy the comfortable conditions of living with high service in the service sector. Organizations, trying to be competitive, decide on the issue of certification for the right to engage in a particular activity.

The quality of the services provided should take into account the interest of all participants in the process:

1. Consumers in obtaining high-quality, multifunctional and cheap products.

2. An entrepreneur in gaining profit from his activities, which directly depends on the competitiveness of his products.

3. Employees of the organization in achieving their well-being, directly dependent on the prosperity of their enterprise.

4. Suppliers of products in the prosperity of the organization.

A qualitative approach in the arrangement of society is possible with the presence of quality management systems, ordering the directives of the activities of any organizations in a single management system. Such a system proposed by the developer of ISO 9000 series standards is QMS (quality management system) or ISO system.

Stages of its implementation:

1. Definition of the purpose of the organization

2. Formulation of expectations of the clientele, the target audience

3. Search and development of ISO 9000 standards with the study and analysis of their application experience by various organizations

4. Application of ISO 9000 standards in practice or promotion of their QMS for a quality award

5. Presence of QMS manuals with sections: ISO 10006, ISO 10007, ISO 10012, ISO 19011, ISO / TS 16949

6. Conducting an audit-check in order to detect the inconsistency of its QMS with generally accepted standards, with subsequent annulment of defects in accordance with the developed QMS improvement plan

7. Implementation of actions to improve the QMS with their registration in the journal and subsequent re-audit

8. Involvement of an accredited body for obtaining a certificate of conformity.

The basis for the existence of the QMS at the proper level is the competent and precise management of the documentary turnover, which is a four-tier system.

The minimum list of documents to be maintained by an organization in accordance with ISO 9001 is the availability of quality policy, quality manual, quality objectives, internal audit logs, records management, records management, inappropriate product management, corrective and preventive fixation logs.

For larger organizations (enterprises), an additional list of necessary documentation is provided, including the existence of various production schedules, workers and verification instructions, test plans and inspections, approved lists of suppliers and normative and technical documentation.

A four-level system of document circulation presupposes assigning to each document an original status of importance in the organization of the technological process and a corresponding location in the system.

The hierarchy of workflow is presented in the form of levels:

1 level: for top management, consumers and controlling bodies in the form of "Quality Policy" and "Quality Manual"

2 level: for use by structural divisions of the organization in the form of documents-procedures with a description of QMS processes

3 and 4 level: for use by all employees of the organization in the form of descriptions of various activities.

Hierarchical representation of the documentary turnover of the organization can effectively influence the entire system through impact on any of its levels.