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 Document
Control Saves
Thousands of $'s
By Colin
Thompson
All companies should operate a document control system
because it saves time and money!
In all organizations, document control is
necessary because it helps you control the flow of documents, information
and puts $`s on your `bottom-line`. In all offices, from the smallest to the
largest, it is necessary to keep track of the number of documents being
used. In the smallest office, the method may consist of only a periodic
visual check of the document supply. In a large office that uses thousands
of documents, a document control plan based on the systems family method
will be needed. In a large corporation a functional file system is
implemented to handle the thousands of documents that are used. Generally,
the numbers of documents a company utilizes determines the types of document
control programs that are employed.
Document control determines many issues including re-order points, order
quantity, potential combinations, and obsolescence. An organized document
control programs should meet the following objectives;
- Serve as a point of reference and an historical record that should
include some method of cross-reference.
- Conform to efficient alphabetical and numerical filing principles, and
- Provide a good degree of control, yet remain as simple and effective
as possible.
The major types of document control programs used today are inventory
control, systems family and functional file.
Inventory Control
One of the most commonly used methods of document control is the
inventory control system in which an inventory file is maintained for a
client or by the client directly. An inventory control system is often used
in the small to medium sized company that has a small number of different
documents. The primary purpose of an inventory control system is to check
the usage of the documents so that running out of documents does not occur.
When document warehousing is provided, inventory control is commonly part
of the package. An inventory of the documents is taken periodically usually
once a month and records updated at that time. Sometimes a client does the
physical inventory and furnishes the figure to the document consultant so
that the usage figures may be updated. The system may be manual or
computerized. However, in today's world of electronic record keeping
systems, it is seldom cost effective to maintain a manual system.
Spreadsheet client records are kept on file so that a simple report is
issued each month.
A document inventory control system helps to prevent a company from
running out of documents, thereby eliminating the need for costly rush
orders and special handling. An inventory control system is a good selling
point to get and keep key accounts, especially when fast delivery is
important. It provides economy in the production, storage, distribution and
use of documents. In terms of cash outlay, this is the simplest and for many
companies the most practical form of control system.
Inventory control has no built in provisions for document analysis.
Instead it relies on the professionalism of the document management
consultant for the document analysis and design. A one or two month cushion
should be built into the document re-order lead-time so that the document
can be properly analyzed. The document should be evaluated every time it
comes up for re-order to determine if revisions are necessary.
Systems Family
The systems family method is an easy way to keep track of the multitude
of documents used in a company. The system family has two basic functions,
first to keep the document grouped for systems analysis and secondly, to
assign a number to each document. It must be kept in mind that the systems
family main function is to ease system analysis. The way that the systems
family happens to provide document numbers is an added bonus to the system.
The system family method is based upon the basic business functions;
sales, production, transport, invoicing, accounts receivable, purchasing,
receiving, storing, accounts payable and accounting. Each family can be
further sub divided if that family has a great deal of documents in it. For
example, sales can be broken down into dealer sales, direct sales, export
sales etc. A company that has a thousand documents, for instance, can
develop a manageable number of files by sub dividing the categories into
fifty families. Of course, the number of types of families can vary from
company to company.
The most suitable numbers for this type of document control are three
digit numbers that indicate the systems family. Each system family is
assigned a three-digit number from 010 through to 999 in such a way that
families are spread evenly throughout the series. Each document is given a
number from the systems family, for example, the major headings and another
three digit number from the master code within that family, for example, the
sub heading.
In the systems family method, each document is numbered. The numbers
serve to identify the document family. The document number is normally a
three-digit number but if there are thousands more documents in a family a
five-digit number is required. Since most systems can manage within a
three-digit system, it is usually better to sub divide a family that has a
hundred or more documents into two or three families rather than to use five
or six digit numbers. The document number should always be followed by the
date of the most recent revision. If no changes are made to the document
when it is reprinted, the date remains unchanged. To prevent duplications a
master log is made up for each family to keep track of the document family.
If desired, blocks of numbers within each family can be reserved for future
documents.
The analysis of a group of documents is made extremely easy with the use
of a systems family method. The three-digit prefix distinguishes the entire
document in one family and enables the rapid analysis of an entire system.
The systems family method is easy to learn and can be used by companies
with thousands of documents. Only one folder is necessary for each document.
Systems families are listed in alphabetical order and the alphabetical list
is numbered, the folders are automatically in both alphabetic and numerical
order. When documents are grouped by the systems family method, systems
analysis is relatively easy.
Like the functional file method, the systems family method requires
relatively high set up and maintenance costs. It is an alternative to a
functional file system and it does have its drawbacks. One major
disadvantage to the family system method is the inability to classify
documents for systems that do not fit the narrow confinements of the basic
business functions. There are classifications such as personnel, computer
operations, reprographics, record department that are not addressed by the
basic business functions and should be included in a thorough system as the
only way to control the whole documents of a business is to include all
departments. This is the way for full control and maximum savings.
The Functional File
Conceptually a functional file is a classification system to aid systems
analysis for large quantities of documents. In the functional file system,
which is also referred to as a functional index, the files are categorized
by functions. In a company that has thousands of documents a thorough system
is needed to keep track of all documents that are in use. The functional
file is the system that allows thousands of documents to be easily
referenced.
The functional file is the system in which documents are filed in two
separate files, a numerical and functional file. Document number files the
numerical file, which is a functional file system based upon individual
preference. Alphanumeric or numerical division prefix followed by a
numerical etc. The possibilities are endless. The document number is merely
a method of identifying the document and is not related to a code for
systems analysis.
The numerical file consists of a separate folder for each document. The
folder contains a few copies of the document as well as a historical account
of document revisions, comments, specifications, samples, order history and
information on the departments that use the document. It helps to identify
different documents that may have the same number and it simplifies a task
of contacting all interested parties when a change to an existing document
is proposed. The unique document number files the folders in numerical
sequence. The documents are unnumbered and arbitrarily assigned a number
immediately.
A functional file is created by collecting copies of all the documents
used by a company for both inside and outside communications including note
pads, envelopes and cheques.
A thorough document collection can readily provide the answers to many
system analysis questions.
- Is there a document in inventory that can be used?
- If not, is there an existing document that can be modified to do the
work of two?
- Can this document be combined with another so that both can be
completed in one?
- Can readily available stock documents be used to replace a product
design or low usage document?
- What departments are using this document?
- Is this document obsolete?
Because a functional file controls a vast number and variety of
documents, the systems requires a greater amount of time, effort, resources
and maintenance. It must be kept in mind that the primary purpose of the
functional file is for systems analysis. The functional file makes it
extremely easy to single out an entire subject for examination. However, the
job of collecting and filing the documents can easily take one-person weeks
or months. It is estimated that a minimum of 8 minutes is required to
categorize and file each document.
Companies that have only 100 documents do not use the functional file.
Instead, it is used primarily by organizations that have thousands of
documents and their own documents control personnel. It is never too late
nor too early for these types of companies to start a functional file.
Unusually though such a file is not begun until after the need arises. For
companies that have a multitude of documents a functional file is required
to provide necessary systems analysis.
All work carried out on document control can be operated successfully by
a specialist workflow solutions company, which will give you ` full control`
and the dollars drop to the `bottom-line`. |
