Document Management Software
Document management, document control, and document archiving in one software including SOPs, electronic signatures, and version management. Create, maintain, control, and archive all your documents with just one program. The document management software QBD.Net is fully embedded in your existing MS Office environment, allowing you to continue to work with the programs you are familiar with and use QBD.Net to control all document monitoring and maintenance processes. Amongst a host of other functions, QBD.Net includes sophisticated escalation management, rights management, electronic signatures, project tracking, and facilitates a 100 % paper-free documentation.
- Document processing in everyday office programs
- 100% paper-free documentation
- Process, element, and standard oriented
- Document control in accordance with ISO regulations
- FDA compliant (validated and qualified)
- Escalation Management for action and due-date tracking
- Integrated PDF creator
- Electronic signatures
- Parallel version management
- Automatic and uninterrupted revision management
- Archiving of historic document statuses
- Connection to training management
- Freely definable attributes
Standards and Organizations
According to chapter 7.5.1 of ISO 9001:2015, an organization’s quality management system shall contain not only the documented information required by ISO 9001, but also the information that the organization has determined to be necessary for the effectiveness of the QM system.
The standard also contains numerous requirements regarding updating, control, and archiving of documents. When, for example, creating and updating documents, the organization must ensure that appropriate marking and formatting as well as appropriate review and approval with regard to suitability and appropriateness are ensured. This means ensuring that documented information is always available where it is needed and adequately protected. The organisation shall then consider the following activities during the subsequent control processes:
- Distribution, access, retrieval, and use of documents
- Filing/storage and preservation, including preservation of legibility
- Monitoring changes (version control)
- Storage and future whereabouts
Document management, however, is about much than merely fulfilling the requirements of standards and regulations. It is also about structuring and controlling company processes and production workflows.
Suitable documentation and the transparent visualization of processes, responsibilities, targets, and risks directly assist companies on their way to successful business conduct. Due to the high significance of documented information and its handling, document management almost logically becomes a field of application for software solutions and electronic documents.
In the past, documents were generally distributed, archived, and confirmed in paper form. Nowadays, we have “live” electronic documents that offer unprecedented opportunities regarding revision management, electronic confirmation, and change tracking. In this age of electronic documents, the times in which changes had to be painstakingly inserted by hand, and the entire document then reissued completely, are over for good.
However, in order to be able to utilize the full potential of modern electronic document formats, you require software that supports the most cutting-edge document functions: what you need is QBD.Net.
MS Word, Excel, and More
When working with QBD.Net, you do need to master any new type of editor in order to create and manage your documents – you work right in your familiar IT-environment and use exactly the same e.g. MS Office programs you use today. The document control processes are managed via a simple, MS Explorer-oriented tree structure that you are familiar with from your day-to-day MS Windows. This all means that there is no need to for extensive introductory trainings and you can work with your own tried and trusted tools right from the beginning on.
All documents, Word files, Excel forms, or PowerPoint files can be transferred to your QBD.Net document environment at the click of a button and existing documents can be imported directly to the position in the workflow they are required at. You can also use existing templates as basis for your new documents.
100 % Paper-Free Documentation
The document control functions in QBD.Net allow you to define, in advance, how a document is to be distributed or published upon completion. This can be determined either document, project, workflow, or job specifically. Prior to completion of the document, you can already predefine who should be allowed to print, copy, or distribute the document. You can also make your documents available to a predefined group of recipients via the integrated internet/intranet reader.
The freely definable workflow allows you to determine e.g. whether a document should always be opened automatically in the PDF viewer or a watermark should be included in the printout in order to verify process status or validity. To ensure that all control steps are adhered to and, accordingly, only current document versions are used, you can view the respective control steps of a document at any time and document who created it, who checked it, who approved it, and who took note of it.
Electronic Signatures and Biometric Access Control
Rules and regulations include the need for consistent access control, rights monitoring, traceability, and history management. Simple SSO authentication when starting the QBD.Net software is only the beginning. The biometric access control in QBD.Net, for instance, facilitates fulfilment of a variety of the rules and regulations. Same applies for the optional multi-password-protected document access system and individually configurable rights concept, which allows company-wide control of individual documents or entire document and project structures. All of this is also necessary because the basic requirements of ISO 9001, to which other standards also refer, are joined by several industry-specific requirements: IATF 16949, ISO 22000 / IFS, ISO 13485 or 820.40 „Document Controls“ of FDA Title 21 Part 820 „Quality System Regulation“ are familiar examples.
One Text – Two Versions
QBD.Net allows you to simultaneously distribute two versions of a document in your system: one version that includes change mark-ups and one version in which the changes have already been implemented. When the document is published, the software automatically creates two PDF files and you can determine who should receive which version of the PDF file. This function means that you are always in command of two versions: one “chronology” document including all change mark-ups and one “clean” document where every change has been effected. If the document is revised, QBD.Net will once again create an “old” version of the document that includes mark-ups, changes and comments, and a “new” version that can be used for starting a fresh document, based on the changes previously implemented.
It often makes sense to make documents viewable and linkable beyond the system boundaries of document management. For this purpose, QBD.Net offers a variety of different export functions and interfaces (e.g. OpenAPI, csv, XML, ...) to meet any requirement and not to create a new „island“.
QBD.Net itself has powerful web applications at its disposal to integrate all employees and to support them effectively in the implementation of document-related processes. The combination of QBD.Net, the process management software Process.Net and the web-applications for instance puts a variety of powerful process visualization functions at your disposal and allows you to set the tracks for efficient and effective product documentation right from the product development process onwards. With these functions at your disposal, said documentation can then be consistently maintained throughout the entire product lifecycle. Using QBD.Net means that you can always provide sound and verifiable information with respect to your entire product history or business processes and create a process-oriented and standards-compliant document management for your company.
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