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Document Control

Document Control

When your office has a large number of documents, either paper or electronic, you must have an adequate information management system in order to have an efficient office with adequate security for your business data.

Many companies rely upon their IT department in order to accomplish adequate security and information storage methods.  Unfortunately, IT professionals are not generally trained in proper document control and information management methods.  A lot more is required for an adequate information management system than merely having an understanding of technology and it’s many components.

IT personnel often have no real comprehension of the user’s point of view because of being so wrapped up in their technological field work.

One issue with documentation that is often overlooked is the common problem of duplicate work that is done by various members of a team. IT departments may recommend a technology system (EDMS) that has a check-in and check out feature so that it is always obvious who has a particular document so that others are not working on that same document simultaneously, while unaware of the changes that others are making.

Another technology means for handling this matter is a workflow system, wherein the documentation goes from one employee to the next upon completion of changes by the first employee.

Unfortunately, the realities of life are that not all employees, engineers, team members, etc. are going to be working on documentation strictly from the same electronic location. Often paper (hard) copies of this documentation get passed around and copies are made of those copies and without proper document control methods in place, the same document with different changes is often saved into the system in various locations from electronic copies and from scanned in copies,  and so on.

This example is only one of many issues that arise in attempting to have an efficiently run office where information is shared and processes are developed and implemented.

There has to be a level of accountability on someone’s shoulders, besides the upper level management with regard to end result, in order to have any individuals who take responsibility for ensuring that a big mess does not occur and improper, inadequate and very often documentation full of errors are not submitted to the point where millions of dollars may be lost in production that does not include correct or all necessary updates and changes.

This sort of issue is particularly important for the oil and gas industry where specifications and drawings rule the actual physical construction process. Lives have been lost and lots of money has been wasted and such instances continue to occur even within the largest corporations because of inadequate information management strategy implementation and due to the unfortunate choice by these companies to place the responsibility of information management into the hands of ill-equipped IT professionals whose focus is technology and not real world document management issues.

IT professionals understand how to make computer systems work. They do not understand how to accommodate various behavioral issues as they relate to documentation, as a rule.  IT professionals generally deal with the “ideal” and with the nuts and bolts of technology, which is usually more than a full-time job in and of itself. This is why any CIO or any large company’s information management strategy needs to have independent thinkers and workers of both IT professionals and document management professionals teamed up closely to accomplish the tasks necessary and they need to have the direct ear of upper management.

The middle management go-between that occurs because of the ignorance of upper management, which places the document control and information management positions under the categories of “administrative” tasks, actually causes horrific explosions and great deals of monetary loss for these large corporations who are still today continuously operating under such ignorance.

If your office is one that is looking for filing equipment and such things, click on the filing equipment link in this article to view an excellent source for a company that is experienced with space saving strategies and planning and can help develop an organized method for storing documentation.

If you are reading this article and want to learn more about document control, information management and such for electronic storage and processes to create a more efficient environment, you may feel free to contact Alicia Crowder, who has been involved in the process development and implementation of EDMS systems and document control behaviors extensively in oil and gas offices across the U.S. and for international oil and gas development and construction projects. Growing up in an oil and gas industry family and working for more than a decade with engineers, CEOs, project managers and the like in helping them to develop effective systems and strategies and with an exceptionally unique mentoring history, she can help to answer any questions you may have for promoting a safer work environment that is more efficient and effective through information management. Contact Alicia Crowder at (832) 884-1330.

This article was written mainly for informational purposes and you may find more informative articles about document control and information management by searching on “Alicia Crowder” in Google and keep an eye out for upcoming articles in the future.

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