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Using SharePoint Document Management System

If you’ve ever considered using a SharePoint Document Management System, you may have wondered how it would look. In this blog, we show you QikSolve’s Ibiqs® SharePoint® EDMS interface and explain the fields it contains.

EDMS interface

You can think of the ‘Document Workspace’ shown above as a kind of cover sheet for an electronic document. At a glance, users can see a range of information about the document (i.e. its metadata) and can quickly identify whether it’s the document they’re looking for or not. Below we explain the various fields within a SharePoint Document Management System.

Document ID

A system-generated unique identification code for the document. In this example, the document ID is made up of the following elements:

Formatting a document ID

See our blog How to Describe ‘Good Documentation Practices’ to see how to apply the Document ID to your documents.

Document title

In a SharePoint Document Management System the document’s actual name, as opposed to its filename (see next entry). For example, Records Retention and Disposal would be a document title, but the same document’s file name could be RecRetDisp_POL_V4 or some other abbreviated form. When cross-referencing, you would use the document title and document ID, but not the document filename.

Document filename

A name given to a computer file, usually by the file’s original author. It is usually an abbreviated form of the document title plus a date or version number. The filename only needs to make sense to a handful of users (e.g. the author and reviewers), whereas a document title should make sense to everyone.

Document state

An indicator of whether a document is under review and if so, which stage of the review it is in. Possible states are: Draft, In Approval, Issued, Effective. In this example, the document state is ‘Effective’, which means it has been approved and released for use (i.e. it is not currently under review).

Document revision number

This shows how many times the document has been reviewed since its creation. Revision number 1 refers to a new document. Revision number 4 means the document has been reviewed three times since its creation. Also known as the ‘version’ number.

Document Owner

The person who can authorise changes to or withdrawal of a document. This responsibility can be delegated, as has been done in this example, but the owner must maintain oversight. The Document Owner is usually a senior manager from the Department / Functional area shown in the Document Workspace.

Approval date

The date on which the approver signed off the document (either a new document or the latest revision of a document).

Approved by

The person responsible for the accuracy and completeness of the document’s content. This can be the Document Owner or someone else (e.g. a subject matter expert).

Effective date

The date from which the document should be used. This can be the same as or later than the approval date, but cannot be earlier. You may make the effective date a few weeks after the approval date, to allow time to train staff in the new or updated document.

Revision date

The date by which the document must be reviewed to ensure the content remains current. In regulated industries, documents must be reviewed periodically, e.g. every 2 or 3 years.

Department / Functional Area

The part of the business that the document relates most closely to. This determines who the appropriate document owner and approver are and which staff should be trained in the document. This is also a useful field to filter a search by.

Document type

The nature of the document. Common document types in regulated industries are policies, standard operating procedures, work instructions, forms, methods, specifications, protocols, reports, and various types of templates. Ibiqs can be configured to give different workflows for different document types (e.g. a more robust review and approval workflow for policies than for forms).

Document Change History

The complete history of the document, showing the dates and reasons for each revision and who was involved. This is a crucial part of the audit trail for the document.

 

Related posts:

What is an Electronic Document Management System (EDMS)?

SharePoint Electronic Document Management System