Information Director includes technology that allows the storing of virtually any type of document within a database.  Because information is stored in a central database, documentation is easier to organize and secure.  The built in macro facility allows great flexibility in how documents are accessed and controlled.  Also included in database are a document transaction history and a cross-reference list of key words to be utilized for document search.

Benefits: 

• Organizes and allows retrieval of documents from a common interface that is setup to reduce users time to access documents.
• Only latest version of document is available assuring users are working to proper revision level.
• font-family:Arial; mso-bidi-font-weight:bold"> The built in macro facility allows functions like accessing multiple documents and/or adding special functions such as a document search, set up of an approval cycle, or the ability to automatically email another user that document has been updated.
• Document revision history including document ID, description, original file location, user that last updated it, and time of last update.
• Security can be set up to limit user to view only, no access, edit only access, or full access including delete authority.
• System checks out documents for update such that two users can’t work on document at same time.
• A variety of reports can be set up to access document database.  For example a report could list all company SOPs, descriptions, revision level, if checked out, and last person working on it.
• All documents are stored in central database that is always backed up.
• Reduces overall time spent on document maintenance and administration.

Report Tree Arrangement:

Folders can be added with a right click of the mouse and document macros can be dragged and dropped to appropriate folders.  The example system described in this document includes:

·         The report tree has been set up for a company with major categories of documents and reports at the top level. 

·         Documents for ISO 9001 are organized by sections under the “Quality Documents” folder.

·         Each section has three macro reports or events set up for each category of document. The macro events, based on the name of the macro and which parent folder it is in, will bring up a listing of the documents of this category. 

·         Folder structure can have as many levels as required for effective narrowing down of search.

·         A general search macro is set up at the top level that will do a global search by document name, description, or by keyword. 

·         A top-level macro is set up to add newly created documents to the database.

Standard Macro function: 

Information Director is provided with a “starter set” of macros that can be tailored to suit specific customer requirements.  All users have access to the main report screen and will be able to “drill down” through the folders in the tree to quickly get to the documents and reports they need to do their job.  Designated users will have access to add/edit reports and documents, modify macros, and change the design of the folder “tree”.  Any document type can be stored as long as the application to run this document is associated with the file type.

Accessing a Quick Report or report macro – User double clicks on name of appropriate report listed on the right side of the Information Director main screen, prompts are answered if included, and the report is displayed.

Editing a Quick Report or report macro – If authorized, user right clicks on name of report in list and selects edit.  The report/macro editor screen is displayed ready for edits.

·         Double click on the “Add new document” macro name and a Windows open document dialog is displayed. 

·         The user drills down to the appropriate file to be added to the database and selects it. 

·         They will then be prompted with a properties page where they can fill in a document description and input key words. 

·         After entering the properties the document is saved and the user gets a message that the document was saved successfully. 

·         A document record is saved which includes the original file name and date, document description, who created it, and who last modified it.  The document key word table is updated with this document’s key words. The document history table is updated with a record including the user id, time, transaction type of “Insert” and the document key number. 

·         Folders are setup for each ISO section.  Within each folder are either one macro that accesses all documents of this ISO section or one macro for SOP’s, one macro for work instructions, and one macro for forms/drawings.   Macros are the same for all folders.  They are just dragged and dropped from the “All reports” listing to each of the section folders.

·         Quality documents stored in database will include a key word equal to the folder name they are to be assigned to.   If using multiple macros a keyword designating whether this is a SOP, work instruction, or form/drawing would also be included with each document.

·         When the user clicks on the macro name in the appropriate folder, all documents with this folder name (and document type if applicable) will be displayed (see above).  The user selects document from list and the document is downloaded to a temporary location and brought up in its associated program.  When the document is brought up a record is added to document history of transaction type “Download”. 

·         If the user has edit rights and no body else has this document out for a pending change, they can make changes to the temporary file and after closing down will be prompted if they want to save a pending change copy.  When saved a record is added to document history of type “Pending” for the original document. 

·         If no changes to document are made and the document is closed down, no updates to database are made and the temporary file is deleted. Approving Documents - One or more users are designated as being able to approve documents.  A suggested procedure consistent with provided macros is:

·         They have a macro they can click on which brings up a list of all documents of pending status. 

·         They can view the proposed update document and either approve it, redline update the document and resave for further action by the document creator, or leave without changing and contact the document creator with the needed changes.

·         If approved a record is added to the document history of type “Approved” or if not approved of type “Rejected”.  Once approved the pending document becomes the most recent revision of the document.

Archiving Documents – One or more users will be designated as being able to archive documents. This macro can be set up to set the document obsolete in production database or to move document to an archive database and then delete document from production database.  

Macro subroutines used for document handling: 

Information Director comes with a wide variety of built in routines related to report, document, and data management.  For handling documents there are a number of available routines for prompting user and displaying results in pull down combo boxes or listings.  The main routines directly related to document handling that are utilized in the document control macros are described below:  

·         Retrieve Document from Database (DB2Doc) – Based on the document name and type this routine will retrieve document from the database, place a copy in a temporary area, flag the document as checked out, and display it in the appropriate application.   

·         Save Document to Database (Doc2DB) – If new document user is prompted for document description and key words relative to document.  This routine will update document history, save document to the database, flag the document as checked in, and remove temporary file.  

• View/Edit Document Properties (DBDocProperties) – Displays document property page allowing edit to document description, add/edit of key words, and viewing of document history.

• Search for Document (DBDocSearch) – Displays search screen to search by document name, keywords, words in description, document key number (system assigned number), and to list all currently open documents.

• Delete Document (DBDocDelete) – Updates document history, deletes document from database and removes temporary file.  

• Check to see if temporary file has changed (DocNeedsUpdate) – Used to check date of temporary local file against the date of document stored in the database.

 Recommended Database:

When using Information Director for database control, MS SQL Server is recommended as the document storage database.  Information Director can interface with a wide variety of other databases including lower cost databases like Access but they are less robust for this type of application.  For an additional charge, Information Director can be setup to store documents in enterprise databases such as Oracle. 

Installation: