Document Management?

Subject: Document Management?
From: "Elizabeth Smith" <smithelizabeth -at- hotmail -dot- com>
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Fri, 14 Jun 2002 16:44:55 -0500

Hi everyone! I am a tech writer (two years experience) at a major telecommunications company. I have a problem concerning document management.

My boss wants me to lead a document management process for our department of 40 people. He explained in detail the theory of document management using amdocs,pcdocs, etc. and repositories. This is what they did at his previous position. I looked up such a tool on our corporate intranet, but the only tool that is a corporate standard is Panagon. This was decided against since it was too costly, but he would still like some kind of checking in and out process for documents.

Now, other parts of this he wants are password protection of all department documents (already accomplished with Word 2000), standard header and footers, versioning and an archive of previous versions of templates, and even separate versions of each document created before it was frozen. Each time someone checks in and out of the document, a new version is created.

This task has been in my workplan for a long time, and I should probably get started with it soon. I do not agree with so many versions of documents since our shared drive space is small and we are always running out of room. I broached my boss's proposal with the requirements team, and they do not like it at all. They expressed to me that they have set ways and that I am their peer and should not be put in a position of organizing their documentation. Not sure what to do.

I'm not familiar with any "standard" procedures that are available or followed by other companies to formally manage document changes. They are looking to me, but I am not sure what to do, especially if I don't agree that all the changes proposed are feasible. I am not sure who to proceed with this.

Beth Smith
ACM Team, Technical Writer

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