Visibility Without Sacrificing Control

As any medium-to-large organization can attest, document versions and the repositories they live in can be a real challenge to manage effectively. Too much flexibility and you end up with a chaotic mess where nobody can find what they’re looking for. Too little flexibility and you grind your business to a halt, or worse, run afoul of contractual or regulatory requirements.

DevonWay Document Management allows organizations to create, edit, and distribute documents and their revisions in a single controlled platform that can act as your system of record (or integrate with existing repositories) while providing the appropriate level of visibility to stakeholders with the right role and authority levels. This ensures that users always have access to just the materials they need to perform their function.

Summary of Benefits

Maximize transparency with revision tracking, role/authority-based access, and integration with other DevonWay products, creating a continuous feedback loop where all stakeholders are aware of what has been done, what is currently being done, and what will be done

Ensure accuracy with notifications whenever a change is requested, so employees aren’t moving forward with incorrect information. Review-and-approve workflows prevent a document or revision from being published prematurely

Maintain compliance with document change analytics that give a quick, empirical view on the status of documents being changed, allowing for easier reporting to oversight groups

Key Features

Support for Multiple Formats

Excel, Word, JPEG, and many other filetypes are automatically converted to PDF when uploaded into the system. The originals are retained and indexed by a full-text search engine for instant retrieval. When paired with the DevonWay mobile app, workers in the field can annotate and use uploaded documents to guide their work.

Revision Tracking

Manage the processes for document authoring, review, and approval according to the document type or specific document workflows tailored to organizational needs. Maintain document revisions without having to overwrite or permanently alter the previously approved document.

Document Analytics

Document change data reports and process metrics can be established by end users without IT support. Reports (e.g. how many documents have not been revised in designated time periods, what percentage of document revisions are not approved, etc.) can be used to improve the efficiency and effectiveness of the document management process.

Automatic PDF Conversion

Documents are automatically converted to PDF and stored alongside the document in its original/native file type. In addition, uploaded documents are searchable through the full-text search functionality. You can also tag documents with multiple keywords, which are then instantly available through the in-memory search engine.

Continuous Improvement

Combined with Compliance Tracking, important document types (e.g. procedures, guides, manuals, etc.) can be connected to contractual obligations that impact document content. Integration with Corrective and Preventive Actions allows for linking and reopening a document for review when it is found to have been the source of an issue.

Design Change Notices

DevonWay Document Management provides a process for notification, tracking, and controlling Document, Drawing, and Design Change Notices (DCNs) so individuals who are using a drawing or document with a DCN notification can review it to determine if it affects their use.

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