WI-11 Document

Work Instruction for documents in the Electronic Document Management System (EDMS)

1. Introduction

This work instruction provides a comprehensive guide for utilizing the Ketryx Electronic Document Management System. It is assumed that users have appropriate access to the system and are familiar with basic document management concepts.

1.1. Purpose

The purpose of this work instruction is to facilitate efficient document management and control within the EDMS. It includes instructions for managing and controlling training documents as well as document organization.

1.2. Scope

This work instruction covers all technical functionalities of the EDMS, aimed at achieving effective document control and training implementation.

1.3. Records and evidence

Records for each created or uploaded document will be held based on the records and retention policy. Data on the status of training documents can be used to generate the following artifacts:

• Training Status Report

Moreover, users can download individualized training status reports for each project member.

1.4. Definitions and Acronyms

• EDMS - Electronic Document Management System

1.5 Responsibilities

The majority of tasks involved in a document's lifecycle, including creating, uploading, editing, acknowledging, and revising documents, can be carried out by any user who has access to the project. Consequently, these steps are categorized as accessible to "Anyone". However, certain steps that exclusively pertain to members of approval groups will be clearly annotated as such.

1.6. Permissions

User permissions for creating and editing documents are managed through the project's permission settings under Edit documents.

Likewise, the permission for a user to approve a document, thereby initiating its transition into a controlled state, is overseen and managed within the project's approvals settings page, specifically under the section titled Document.

2. Procedure description

2.1. Step 1: Upload or create a document

Anyone

To initiate document management, users can upload an existing document by selecting Upload documents and choosing the file.

The EDMS supports many file types, including:

• CSV

• DOCX

• DOT

• MMD

• PDF

• XLSX

• DRAWIO

• TXT

• PNG

• JPEG

• GIF

• SVG

• WEBP

Alternatively, users can create new text documents using the built-in text editor, accessible through Create document.

2.2. Step 2: Organize a document

Anyone

To ensure efficient document management, Ketryx allows users to organize documents into folders. Users can create folders through the Create folder button.

Moving documents between folders can be accomplished by selecting the document and clicking Move selected. Users then choose the destination folder from the modal. Similarly, to move a document to another folder within the same parent folder, drag & drop may be used.

The traversal between folder levels can be accomplished by utilizing the breadcrumbs in the top left corner.

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2.3. Step 3: Edit a document

Anyone

To edit a document, click on the Edit button of a respective document in the EDMS table view.

For a document created in Ketryx, you are presented the option to directly edit its contents.

However, for uploaded documents, Ketryx does not support in-browser editing yet. Rather, you may instead upload a revision by clicking Upload new revision.

2.4. Step 4: Assign training (Optional)

Anyone

In the document edit view, users can select groups within the organization to undergo training for a specific document. By selecting a group, members in that group become obligated to read and acknowledge the document once it becomes effective (i.e. when the document enters a controlled state). Before a user has acknowledged all their training documents for a group, they may not approve any other documents or items on behalf of that group.

Users can additionally set the training frequency, such as once, monthly, quarterly, or yearly.

After making any changes to your document, training, content or otherwise, be sure to save them by clicking on Save.

2.5. Step 5: Control a document

Approval group member

To bring a document into a controlled state, users can click Approve draft from the EDMS table view.

The draft reviewal screen highlights missing approvals, and if applicable, which groups the document is required for as part of training. Ensure that the document is in order and that the correct groups are assigned training, if any.

Once approved by all required groups, the document enters a controlled state and becomes effective, and the date of control is recorded.

The date of control can be viewed in the EDMS table view.

2.6. Step 6: Acknowledge a document (Optional)

Anyone

Users can acknowledge documents for training purposes by clicking on the document title.

After reading the document or downloading and reviewing it (in the case of uploaded documents), users can click Acknowledge.

Once acknowledge, the timestamp of your acknowledgment appears.

It should be noted, that documents not assigned for training, can be acknowledged on a voluntary basis.

2.7. Step 7: Mark document for deletion (Optional)

Anyone

To mark a document for deletion, navigate to the Edit document page and click on the Delete button, and subsequently confirm the deletion in the modal.

2.8. Step 8: Approve document removal (Optional)

Approval group member

Similarly to step 5, any modifications made to a document require approval from members of an approval group. To approve the removal of the document, click on Approve deletion while in the edit mode of the document, and submit your approval in the modal.

3. Procedure flow diagram