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Using Excel for Document Control (Need Help/Suggestions)

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    Need some help, advice, examples, etc. of implementing a document control system at a small software startup company. The goal is eventually to purchase a system within the next year ... BUT, right now that's not an option. Can anyone help me with how a manual system (better than the current system) can be implemented?

     

    Current practice is to use an Excel spreadsheet to keep track of all the documents (name, owner, current revision, approval date, and a formula that is implemented which identifies when it must be reviewed again by highlighting the approval date cell a certain color). Documents are stored in a folder structure in Windows and the newest versions are always kept in these folders. Older versions are moved to an archive folder. This is the practice for all the documents: standard op procedures, forms, QA test procedures, etc. This is particularly bad since there are 200 or so QA test procedures which should really be rolled from one version of the software to the next, not tracked like processes/procedures. The Excel spreadsheet (document control index) needs to be more robust ...

     

    There has to be a better way to do this before getting the software package as it's labor intensive and messy. Any ideas or detailed examples of windows based document control systems you have encountered would be very helpful.

     

    Thanks.

    Wednesday, March 12, 2008 2:34 PM