Generally, users access the documents through a web interface.
Over time, the people who maintain the document folder now also have technical document writing responsibilities. In addition to maintaining the document folder, they author new documents, along with subject matter experts (SMEs), and manage major document revisions.
Tim Whetten, CQE
Regarding product and process development documents we use the Windchill PLM software from PTC Inc.
Regarding documented procedures, manuals, etc; we use the document management system (DMS) inside SAP.
We do not have one single person in charge of the whole document control of the company. The licenses and technical support for these systems are managed by IT area. Each department of the company has at least one trained key use, familiar with the workflow of document approvals and release, in order to support other users of the company In case they need.
I hope that helps your research.
All the best.
The cost of QMS software needs to be justified with a business case showing how you will reduce staff effort and reduce costs associated with errors. If you need help building the cost-justification case, please contact me. I have a few resources we can go over together.
A lot of my thoughts on this have been written on my blog, a good place to start is here: https://investigationsquality.com/2018/09/14/document-management/
I think its pretty critical to understand how document and knowledge management shade together when developing or improving upon this system.
The team here has told me that a consultant told them they didn't need to issue a new issue which is a conflict with the way my teams have managed documents in the past and the way all document control software systems behave. Please share you thoughts.
I would advise having the revision date somewhere in the document, along with the changes made.
As another poster mentioned, if there is a network folder or shared drive with limited access, the control mechanism it not posting until it is approved and trained. If using an eQMS system, the system can manage the availability of the documents for you.
Im also a big fan of document control and i always remind our team that document control is not just simply allocating numbers.