Re: storage of documents

Subject: Re: storage of documents
From: quills -at- airmail -dot- net
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Wed, 10 Oct 2001 13:50:52 -0500

Where do you keep your paper documents once they have
been signed-off on? Do you keep them in a file at
your desk? If not, what location do you keep your
paper docs in?

At the company I worked at for 10 years we had a Document Control section. The paper documents and a media copy were kept together in file cabinets. All documents had a document number. The document vault was locked using our own (we sold it) access control system. Limited personnel (OKed by the Engineering Services Manager) had access rights.

How many of you use a standard locked file cabinet, or
a reinforced lock outside of the cabinet?

What sort of procedure do you use for the signing out
of documents?

To begin a project, the lead writer (me) signed the documents out. They were then marked on the Document Control Specialists control sheet as in work. The assigned writer could download the source files from our read-only archive, or from the backup media. Their pick of course.

The files would be signed in under the document number with a new release date (the version control) when the product was ready to be released. The whole package, paper, backup media, was sent through the release process. When released, it was returned to the lead writer by the Doc Specialist, I loaded the source files into a directory that I and the Doc Specialist had full rights to, for addition into the online archive. Produced the PDF, did a final quality check, passed the physical package back to the Doc Specialist for filing in the Vault, and posted the PDF files to the archive directory and to Marketing (who maintained our Web based repository).

For those of you who store documents electronically,
which method works best for you? Do you use any sort
of version control?

Version control was by release date. Version control was manual, assisted by a database. No check-in checkout software.

The procedure kept us out of trouble. It's the methodology, not the software. The software can mess you up very nicely if you don't have a good process to back you up.


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storage of documents: From: m w

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