Documentation Management and Control - Its Evolution

Quality AssuranceAll projects involve the management and control of documentation. Both employers and employees work with various documents on a daily basis. As such, each document differs in its purpose, nature, and lifecycle. It is a fact that most information and documentation will not still be on paper, and its format will not even look like a conventional document. In the modern times of today state-of-the-art ideas and technology are used to share and convey information as efficiently as possible.

The Importance of Documentation Management and Control

Documentation management and control should not be seen or presented as being authoritarian and bureaucratic. It should rather be viewed as providing an efficient way of sharing knowledge, information, and thinking among the workers involved in a project. Thus, all involved should find it easy to consult their project’s documentation repository in order to find all content relevant to them. Documentation management and control should also allow workers to lodge in the repository any documented information that is of value to them.

What is ISO 9001 Quality Management System?

Self-documenting Management and Control

Technical solutions improve all the time. That is why it is becoming more sensible to make components self-documenting. Self-documenting ensures that there is no separate document to be created, stored, accessed, and read – the information is directly within the component itself. Self-documenting plays a crucial role in business-to-consumer eSolutions, as well as in the documentation and information below.

  • Analysis, design, and development tools should be self-documenting;
  • Development standards for source code should be easily understood and followed by others;
  • User procedures should be presented through a workflow system;
  • User manuals and help information should be incorporated as context-sensitive, on-line-information; and
  • Training materials should be designed for electronic self-study.

The traditional IT view of documentation was one-dimensional, as there was a document that reflected each major stage in the evolution of the project. However, a better view of the project’s knowledge, information and documentation is now available as it forms a matrix that reflects different types of information, at different stages, for different issues, within the overall business solution. Two dimensions are present in this matrix, namely the type of information or document, and the aspect of the project to which it relates.

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