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Wi03 Document Management

The purpose of this work instruction is bringing structure to the way BETONIQ computer files (files) and folders (directories) are designated for the office and dossier maps, to archive to have this clear and unambiguous so that finding documents will be easy and efficient. Furthermore, in this work instruction is explained how to handle the documents in the quality system and how the Version Control System operates.

The BETONIQ organization uses the Cloud as the central server that can easily be accessed via the Internet. For various software (manufacturing, accounting and engineering), a cloud environment won't be suited. In these situations local servers are used. The IT Technician is responsible for the maintenance of these systems.

For regular software (Word-processor, Spreadsheet, Presentation, Charts etcetera) the LibreOffice software is used. Depending on which folders you have access to, the folders will look similar to this:


▼ My Collections
►Teun van Sambeek

▼ Collections shared with me
    ► Administration
    ► Archive (for old maps and documents)
    ▼ BETONIQ Factories Limited
        ► BF-A0001 Project name (the ’A’ stands for Acquisition)
        ▼ BF-P0001 Project name (the ’P’ stands for Project in progress)
            ► 01 Mail In
            ► 02 Mail Out
            ► 03 Notes
            ► 04 Minutes
            ► 05 Contracts
            ► 06 Financial
            ► 07 Presentation
            ► 08 Design
            ► 09 Schedules
            ► 10 Reports
    ► Quality Documents (only for the quality manager, all documents are available on the intranet)
    ► Shareholders BETONIQ Factories Ltd.
    ► Etcetera

All maps that are divided in sub-maps must always be grouped with the 10 items under BF-A000X or BF-P000X, where "BF" stands for "BETONIQ Factories", the "A" for "Acquisitions" and the "P" for "Projects" The "X" stands for the increasing Acquisition- or Project-number. Folders can only be created by the Board or Board secretary except the sub-maps in employees private folders. Everyone is free to make sub-folders under the 01-10 numbered sub-folders and to make sub-folders in their personal folder.

Using files in Folders
To learn how to use our cloud, contact the IT Technician to get started with this system.


Dates in filenames
Because there is a search option it is not hard to search for files. The only real problem is that in this way you can only search using the beginning of a string. So if you want a document of September 2013 and the date is written in the filename like 15-09-2013, then it is not possible to use searching to ’09-2013’ because this is not in the beginning of a string. So dates in filenames must always be in this order: starting with a space character (don't use dates in the beginning of a filename because you can’t sort the file names in a alphabet order) and after this space: 2013-09-15.

Project reference in filenames
Because filenames can be easily stored in the wrong folders it is important to have a reference to to map the file is supposed to be stored in. The reference that is to be used is the folder name like ‘Board’ or the combination of the region reference and project name and index map like:

‘Signed Contract Name Architect Phase 1, version 3.2 (BF-P0004 #04 2013-09-15 TvS).pdf’
‘Ground Floor 1:200, Drawing number 23.1432-7 (BF-P0004 #08 2013-09-15 HE).dwg’
‘Board Meeting, Minutes 003 (Board #05 2013-09-15 AS).doc’

So the extension between brackets ‘( )’ is:

( [Region] _ [Project nr] _ [# + Map nr] _ [] _ [initials writer] ).filetype

The underscores ‘_’ represent a space in between the items.

In the text before the filename a clear text on what the document is about must be in, and an added version number if applicable.
When a project number is in the filename is has no use to put a project name in the filename also.
The file type will be added by the computer program automatic.

Dossier Maps
Because BETONIQ tries to use as little paper documents as possible, there will be no instruction on how to order the contents of dossier maps. All incoming documents will be scanned and only important signed documents that have to be stored will be put in dossier maps by receiving post address + date. And these documents will be all stored in fire proof safes at the offices or factories.

The back of the Dossier Map would look like this:


PObox 1234


Standardized binders stickers are stored in the /Quality Documents/BETONIQ Presentation Documents map in the BETONIQ Cloud.

Documents will get a unique number written on it before scanning and will get a proper name like:

‘Ground Floor 1:200, nr. 23.1432-7 (BG-P0004 #08 2011-09-15 $012345).dwg’

The scan number (that starts with a ‘$’ sign) will be generated online and unique for BETONIQ. In this online file an index will be kept that looks like:

[scan] | [PObox] | [Safe y/n + date] | [filename]

$012345 | PObox 1234 | SAFE 08-09-2011 | Ground Flr 1:200, nr. 23.1432-7 (BG-P0004 #08 2011-09-15 $012345).dwg

All documents that go in the safe maps will be copied and handed out to the addressee. Documents that don’t go in the safe maps will be handed out after scanning in original state (no copy). Employees can do what they seen necessary with all handed out documents, even throw them in the waste bin.

Quality System Documents
The Quality Manager controls all original quality documents himself, with one rule and that is that all original documents must be stored in a BETONIQ folder that is called ‘Quality Documents’ and is owned and can be changed only by the Quality Manager.

The version management of the quality documents is very simple. Only the documents on the intranet are valid and up to date. On the intranet is also a Quality System Blog, kept by the Quality Manager where is written what quality documents changed, when and why. All personnel of BETONIQ will get email notifications of all mayor changes in the Quality Documents.
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