A short presentation illustrating traditional paper based documentation and wiki based, and suggesting good practices for wiki use in document control.
1. Using a Wiki for Document Control
by Pancho Castano
2. What Documents?
Management System Documents (i.e. ISO 9001)
Quality Manual
Documents necessary for effective processes
(procedures, policies, instructions, records).
Documents required by the standard (including a
procedure for control of documents)
3. What is Document Control?
How to prepare, use and modify QMS documents:
Review, update and approve
Identify changes and revision status
Make available at points of use
Ensure legibility and identifiability
9. Wiki Document Control -- Almost Trivial
Review, update and approve
Identify changes and revision
status
Make available at points of use
Ensure legibility and
identifiability
10. Wiki Document Control -- Almost Trivial
Review, update and approve
RSS feed of changes
Identify changes and revision
status
Make available at points of use
Ensure legibility and
identifiability
11. Wiki Document Control -- Almost Trivial
Review, update and approve
RSS feed of changes
Identify changes and revision
status Timestamps and History
Make available at points of use
Ensure legibility and
identifiability
12. Wiki Document Control -- Almost Trivial
Review, update and approve
RSS feed of changes
Identify changes and revision
status Timestamps and History
Make available at points of use At any PC
Ensure legibility and
identifiability
13. Wiki Document Control -- Almost Trivial
Review, update and approve
RSS feed of changes
Identify changes and revision
status Timestamps and History
Make available at points of use At any PC
Ensure legibility and Ok.
identifiability
14. Document Control on Wiki -- Good Practices
Organize for availability
Make content visible and editable
Add detail where needed
Empower folks
Improve continuously
15. Organize for Availability
Indexes and menus
Process interactions -- links
Don’t Repeat Yourself -- use “includes” instead
Categories and Tags? If you must (didn’t cut it for us)
Teach “search”
16. Make Content Visible and Editable
Avoid uploading files. In uploaded files,
Every download creates an uncontrolled copy
Every edit requires three extra steps
When you must upload files, also upload
image (saves steps to readers)
editable source
17. Detail
What’s the optimal amount of
documentation?
Minimalist approach is only approach
without proper tools.
Wiki approach allows documentation to
grow in controlled manner.
18. Empower Folks
In a company intranet, all users are trusted
users, most are experts in their work, and
they all have strong incentives to add value.
Let them do so.
We make revisions effective immediately.
Reviews and approvals are by RSS to
process owners.
Wiki keeps old versions (of course).
Extremely small reversion incidence.
19. Improve Continuously
Allow all to edit wiki
Implement CAPA (Corrective Action/
Preventive Action) through issue-tracking
software.
20. QMS on Wiki
More info at
http://articles.geometrica.com
In ISO 9001, a QMS Standard, the Documents include these:
The Quality manual is an Intro and a Table of Contents of your Documentation. Intro must include Quality Policy, Quality Objectives, Scope of the QMS and description of interaction of processes. Glossed over here because we want to get to the wiki part.
The standard requires 6 documented procedures, including two for “document control” -- One for documents and another for records.
It also requires procedures for
Continuous improvement
Audit
Handling non-conforming product
Documents necessary for effective planning, operation and control of processes --
Process Descriptions
Procedures
Policies
Work instructions
Records
QMS documents are critical to ensure quality.
External docs, obsolete docs and records get special mention and treatment, but all need to be controlled.
External documents -- Identify and control distribution
Obsolete documents -- Prevent unintended use
Records -- Store, protect, retrieve, retain and dispose properly
Document control has its own special procedure.
This was actually copied in 2003 or 2004.
Giv’em copies of all the docs, maybe they’ll need them.
Write cleanly between reprints. Put a footer that tells what this is.
Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.
Maybe just mention that RSS feed goes to process owners
So, as Bubbles would wonder:
Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.
Maybe just mention that RSS feed goes to process owners
So, as Bubbles would wonder:
Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.
Maybe just mention that RSS feed goes to process owners
So, as Bubbles would wonder:
Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.
Maybe just mention that RSS feed goes to process owners
So, as Bubbles would wonder:
With a wiki we can move beyond the traditional document control goals.
These are 5 new “rules” we’d like to propose for wiki use in Document Control
Big thing in Quality Management is the interaction and interrelationships of processes. Usually mapped with a “Holistic Map”, but much natural to map with hyperlinks.
Include and inline commands in PF, our wiki engine, allow content of many pages to reside at a single place.
Extra step or two to see file -- (1) Download and (2) Open in native software.
Extra steps to edit files -- (1) Download, (2) Open in native software, (then edit, but that’s not an extra step), (3) upload again.
Minimalist Approach
May Lead to “human error” and “lack of training” root causes.
“The Wire’s” Baltimore Police Department -- 600 pages
Wiki Approach
Less effort to maintain
Geometrica, Inc. -- 2174 pages
Vandal detection bots are not necessary
Every edit is signed
Users know each other
Employees are experts in their work
Vandal detection bots are not necessary
Every edit is signed
Users know each other
Employees are experts in their work
Domes for industrial and architectural applications
ISO 9001 certified.
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