CIS Document Management System
Control Every Document, Revision, Review and Approval
CIS manages controlled documents from upload through review, approval, revision and distribution – giving your organization a clear, traceable record of what changed, who approved it and which revision is currently in use.
Controlled document management
Organize documents around the way your organization actually works
CIS can manage procedures, work instructions, forms, contracts, customer documents and other controlled information without forcing everything into one approval path or one folder structure.
Document types
Create different document types with their own review and approval requirements for procedures, contracts, forms, technical instructions and other controlled records.
Flexible folders
Create as many folders and subfolders as needed and organize documents by department, process, customer, product line or another structure that makes sense to your organization.
Controlled access
Restrict folders so confidential or customer-specific information is visible only to authorized users.
Document properties
Maintain document number, title, revision, revision notes, retention information, filing location, customer revision and other key document details.
Automated review and approval
Move documents through the right people in the right order
Each document type can define its own reviewers and final approver. Once the document type is selected, CIS manages the review and approval sequence.
Upload and classify
Upload the document, place it in the appropriate folder and enter its identifying properties.
Send for review
CIS notifies the required reviewers, who can open the document, approve or reject it and enter comments.
Complete approval
The final approver receives the request only after the required reviewers have completed their work.
Release the revision
Once approved, the revision becomes live and the document’s status is updated in CIS.
Complete revision history
Preserve the story behind every controlled revision
CIS maintains the information needed to understand who reviewed a document, what they decided, when approval occurred and why the document changed.
- Revision number and approval status.
- Reviewer names, dates and comments.
- Final approver comments and approval date.
- Detailed description of what changed.
- Permanent history for audits and future reference.
Revision accountability
Make “what changed and why” part of the permanent record
When a document is revised, CIS prompts the user to describe why the revision was made and what changed. That explanation remains part of the revision history instead of disappearing into an email trail or a separate spreadsheet.
Visibility and control
Know which documents are waiting and who still needs to act
Document control should not require somebody to manually chase every reviewer and approver. CIS provides visibility into pending work and the status of each approval.
Administrator tools
Handle exceptional situations without losing control
CIS includes controlled administrator functions for situations such as initial document migration or an unavailable reviewer. Access can be limited to selected administrators or authorized user types.
- Administrator approval where appropriate.
- Controlled access to exceptional approval functions.
- Useful during initial system implementation.
Undo revision
Correct a revision error and process it properly again
If a document revision is processed incorrectly, authorized users can undo the revision so the error can be corrected and the revision can move through the proper process again.
- Reverse an incorrect revision.
- Correct the underlying error.
- Reprocess the revision properly.
- Restrict access to appropriate user types.
Current revision control
Link users to the document – not to an obsolete file
CIS provides a master document link that points to the current approved revision. When a new revision is approved, users following that link receive the new approved document without having to update the link itself.
- Always point to the current approved revision.
- Avoid hard-coded links to superseded copies.
- Use links from audits, inspections, training and other CIS areas.
- Keep document permissions in effect.
Connected CIS
Put controlled procedures where people actually need them
Documents can be linked into other CIS processes so users can open the appropriate controlled document while working in an audit, inspection, training record, job record or other quality process.
More than procedures
Use the same control process for many kinds of business documents
The same folder, review, approval and revision controls can support documents well beyond traditional quality procedures.
Structure that can change
Reorganize documents as your organization evolves
Documents can be moved from one folder to another as departments, customers, products or processes change. Your document structure does not have to remain frozen simply because it was designed years ago.
Audit-ready control
Make document-control evidence part of the system itself
Reviewers, approvals, revision details, comments and document history are maintained together, providing clear evidence for internal, customer and external audits without reconstructing the approval trail after the fact.
Document control without the chase
Keep reviews, approvals, revisions and current documents under control
CIS replaces disconnected email approvals and manually maintained document lists with one controlled system for document access, revision history, review, approval and reporting.