Enhancing Document Tracking on the Shop Floor: The Power of Distribution Logs when using the Plex (DCS)


Using the Plex ERP Document Control System (DCS) can significantly streamline the process of managing and tracking hard copies of documents. Here's how you can use the system to keep track of distributed documents and why having a good process is essential for your Quality Management System (QMS) and document control:

Using Plex ERP DCS for Document Control of hard copies of documents

  1. Create an Entry in the Distribution Log: When you distribute hard copies of a document, you can create an entry in the document's distribution log within Plex ERP. This log helps you keep track of who has received the document and where it is stored.

  2. Track Revisions: If someone makes a revision to a document that is tracked in the distribution log, the system sends an email notification to anyone specified by name on the Distribution Detail screen. This ensures that all relevant parties are aware of the changes and can access the updated document.

  3. Access the Document Control System Screen: Navigate to the document for which you want to add an entry to the distribution log. In the grid, select the record and click on the Distribution Log in the Action Bar.

  4. Add Distribution Details: In the Distributions dialog box, click Add on the Action Bar. On the Distribution Detail screen, specify the name of the person to whom you distributed the document or the location where the hard copy documents are stored. Also, specify the number of copies distributed, the status of the distributed copies, and any necessary notes.

  5. Confirm and Save: Click OK to save the distribution details. This entry will now be part of the document's distribution log, making it easy to track and manage.





Importance of a Good Document Control Process

  1. Ensures Compliance: A well-defined document control process helps ensure compliance with industry standards and regulations, which is crucial for maintaining certifications and avoiding legal issues.

  2. Improves Efficiency: By keeping track of document distribution and revisions, you can reduce the time spent searching for documents and ensure that everyone is working with the most current information.

  3. Enhances Quality Management: Document control is a critical component of a Quality Management System (QMS). It ensures that all documents are accurate, up-to-date, and accessible, which is essential for maintaining high-quality standards and continuous improvement.

  4. Reduces Risk: Proper document control helps mitigate risks associated with outdated or incorrect information, which can lead to errors, rework, and potential safety issues.

  5. Facilitates Communication: A good document control process ensures that all stakeholders are informed about document changes and updates, promoting better communication and collaboration within the organization.

Implementing a robust document control process using Plex ERP's DCS can help you maintain high standards of quality and efficiency in your organization.

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