ISO Documentation - Documentation Tools

Documentation requires a few tools and resources to accomplish the task of creating good forms, flow charts, procedures and documents for your area. Let's look at what is needed and how these tools are used for ISO Documentation.

• ISO Web - Site - Intranet: Open Internet Explorer. Type "Intranet" - choose ISO.
  ISO Web is the official release directory for all documents. If the document isn't located here, it has not been controlled. Many documents do not fall under the quality system, like brochures or employee phone directories. These references are available on the Intranet, but are not under the control of ISO.
  So..... what do I use ISO Web for? To locate:
  • Flow Charts- Process or departmental process flows for business.
    
  • Forms - Forms used in the process of conducting business.
  • Procedures - Documentation for how to do processes in our business.
  • Quality Stuff - Quality Manuals, Audit and Training information.
  • Technical Documentation - Product documents used for our customers.

(Top)

• Microsoft Word: All ISO documentation uses Microsoft Word for creating and editing documentation. Becoming familiar with how to use tables, font, format, text, header/footer are very helpful when updating or creating documents. In addition to basic formatting, there are a few more tools that you will need to use while updating documents:
  
  
• Track Changes
  
  
• Track Changes is used for all reviewers to see what content has changed in a document. Since more than one reviewer may be editing the content, it is extremely important to keep track changes turned on while editing, revising or changing documents.
  
  
• Look at this page for screen shots of how to turn on Track Changes. To use track changes in Word - Open document. Select Tools from the menu, choose track changes from the pull - down menu. Make sure all boxes are checked or turned on. (See Examples on web). If you are editing a document and you do not see the text change, you will need to turn track changes on. *Exception: The only exception is in working with flow charts, forms and tables. Track changes can be really difficult for working with objects and it is easier to edit objects without track changes turned on.
  
  
• Drawing Tools & Pictures
  • Drawing boxes, arrows, lines, boxes with text and basic flow charts is done using the Drawing Tools in Microsoft. To open the drawing tools use on your menu: View > Toolbars > Drawing. A new tool bar will now appear. This tool bar is pretty basic, but functional for what we need to draw examples, flows and procedure steps.
    
    
  • The white arrow on the drawing tool is used to select or deselect objects you will be drawing. You will not be able to update text when the arrow tool is selected, so make sure it is turned -off before updating other text in your document.
    
    
  • To obtain more information on how to use the drawing tools you can reference Microsoft's Help from Word by clicking on Help. Choose Index. Type: Working with drawing objects.
    
    
  • In some documents the objects are actual "pictures." When you click on pictures a toolbar appears for editing these graphics. You can also access the toolbar from your menu by selecting: View>Toolbars> Pictures. The toolbar will appear.
    

(Top)



• VSS: Visual Source Safe is a library of controlled documents. This software program is available under limited licensing and is used for the sole purpose of editing controlled documents. Every department has one person assigned for access to VSS. The only people who have direct control over editing documents are the department liaison with the VSS software.
  
  • Documents for edit/review or change are checked-out by the person with the license or software. It is not the responsibility of the person who has the software to make the changes to the documents, only provide departmental control over the documentation by checking the documents out and in.
    
    
  • The document changes can be done by any staff member trained in documentation or manager. There is a small logistical effort on the part of the department to coordinate the documentation back and forth, or in this case in and out. Essentially, think of VSS as a library card that assures the right document is being updated and managed appropriately.
    
    
  • ISO Documentation provides training on VSS to new users as required and supports the staff member to become familiar with the practices and uses of this program for controlling documentation.
    (Top)
    

What Else?

• Anytime a document has been updated in VSS there "MUST" be an e-mail sent to ISO Documentation. A changed document in VSS does not communicate to ISO Control the need for change/revision and signatures. The only way ISO Documentation knows of a change to documentation is when the person responsible for the updates e-mails a request for signature review or approval. This action (the e-mail) initiates the formal documentation review process.
  
  
• Acrobat Reader - Most computers already have this program installed on their computer. If you have a file with an extension of .pdf that will not open, chances are you need this program installed.
  
  
  • Acrobat Reader is a program that allows ISO to control the content of the documents, so they cannot be reused, edited or accidentally used in a manner that is uncontrolled or inconsistent with the established standard for control of documentation.
    
    
  • Most documents are available in the Acrobat Reader format or PDF.
    
    
  • Acrobat Reader is just that - a program that allows you to read (but not write) the file and print or save. The document is not for editing or reviewing as we have the VSS program to conduct this part of our control and management of documentation.
    
    
  • PDF's cannot be reused, rewritten or in anyway tampered with. Why? PDF is a format that allows you to use the content, but not reuse the content. This is essential for keeping control of the content and the documentation. "No tampering allowed" is what control of documentation is for in the first place.

  
  What Else? "Don't Do It"

• ISO Documentation does get requests for the electronic originals of documents. Documents are controlled according to the ISO Standard. As a requirement of control, we cannot give out electronic copies of electronic documents in any version, except for PDF.

(Top)

• E-mail: Outlook is another program on your computer and is used heavily for documentation. There are a few specific ways e-mail is used for ISO Documentation:
  
  
  • Notification of a document: Either a document has been updated in VSS, a new document is being written, or a document is not needed and is obsolete. In all of these cases an e-mail by the requester is sent to ISO Documentation to process the request. This e-mail is the start of the formal communication process for documentation. Documents requiring additional updates don't actually make it in this loop until the document is "really done."
    
    
  • ISO Documentation uses e-mail to: Send requests for approval (electronic return of approval is requested), notify departments of status including request for additional changes to the document, finalize signatures and send formal notices of release.
    
    
  • Communication through e-mail for documentation is the primary tool for all ISO Documentation.
    
    
  • Release notices are sent to a general mailing list. The department has the responsibility to notify all staff of these updates as appropriate for their area. Many notices may appear to be non-applicable to the department, but in many cases there are key updates to standards, processes, quality documents released and notified through this list. This is the way the department keeps updated on what has changed. It is the departmental responsibility to pay attention to these notices and stay updated with changes.

(Top)

Managing The Work Flow

Documentation Tools

Quality Documents

Prioritizing Documentation