Document Control

Document Control in the QM software BabtecQ supports any file type. You can create documents as usual in your preferred office solution (e.g., Microsoft Word, Excel, Visio). In addition to properties such as keywords or other applicable documents, the associated processes or requirements can also be assigned directly. In combination with the "Checklists", "Process Management" and "Requirements Management" modules, document control is a valuable addition that not only optimally supports your quality management, but also efficiently helps you set up the Integrated Management System.

If you want to distribute a large number of documents in as little time as possible – for example, because you have just started to set up digital process management – you can easily upload several files in one step and assign properties to them using a clear table view.

If you define a validity period for a document, the responsible persons are informed in good time before it expires. As soon as a new version of the document becomes available, you simply replace the existing file. This ensures that there is no outdated information in circulation. Previous versions are not lost: the respective status of the document remains transparent at all times, even in retrospect.

Workflows support you in all processes from draft to publication. This allows you to determine which people should edit, review or approve a specific document. You can access existing workflows for each new or changed document, saving you time during planning. E-mail notifications with a direct link to the document inform those responsible as soon as a task is due for them according to the workflow.

In this context, you benefit from a flexible role system: if the responsibilities for document control change, the workflow remains in place and another person in the same role takes over the tasks.

The “Document Control” software module takes care of the paperless distribution of documents for you: With just a few clicks, you can make the completed and approved documents available to users via your company network. Because not every document is relevant for every person, you can select a distribution list. In this way, you can ensure that, for example, only individual departments or only managers in your company can access certain documents. The centrally managed distribution lists can be reused as often as you wish.

To ensure that employees take note of and observe the contents of documents in accordance with standards such as ISO 9001, the software supports you in ensuring that the documents are acknowledged and complied with. If you wish, you can request a reading confirmation, if necessary with a due date. Directly in the software, you receive a transparent overview of who has already read which documents.

To ensure that certain system information such as the validity date or the approving person remains visible even after printing or saving, this data can automatically be integrated into your Microsoft Word documents using the document control.

The browser-based BabtecQ Go frontend makes it particularly easy to provide everyone with the right, up-to-date documents: just like uploading, managing and distributing documents, reading documents within the company network can also be done very easily via the existing internet browser. The intuitive view ensures that users can find their way around the document control software immediately without time-consuming training.

The clear folder structure makes it quicker to find documents in the software. User-specific views can be created and saved using favorites as well as individual filter and sorting functions. This makes it even easier to find the relevant documents.

If information from managed documents is required for an activity, it can also be called up at any time via the dashboard. The reading of a new or changed document can be confirmed directly here. This provides you with valuable support in meeting management system standards such as ISO 9001, IATF 16949 or ISO 13485.