In short

Our software Sistema Docal consists of 3 modules:

• Document control (always): it manages everything related to creation, approval workflow and distribution, as well as obsolete versions. Documents can be created using Word, Excel, AutoCAD and any other software.

• E-forms (optional): it allows to design records and manages the workflow between the users that must fill in data or approve the information recorded. It is widely used to manage nonconformances, corrective and preventive actions, customer relationship as well as manufacturing records, proposals of purchase and almost any kind of record. The software guarantees that every user can only enter the data requested and can’t change data filled by other users. Every single piece of information is stored in the database, so authorized users can retrieve reports in real time as text or graphics. It takes seconds to answer a question like “How many nonconformances do we have about product X this month?”

• Training control (optional): it allows to point some documents as required, make training plans, detect training faults...

Advantages

Sistema Docal offers at once:

• Suitability: recently Sistema Docal has obtained the best score in an objective study carried out in the Carlos III University (Madrid), overcoming DocuShare, Hummingbird, Papiro, NovaManage, Documentum, Rational Soda, Keyfile, Idealist, DocExpress, etc. Standard 1209 from IEEE was used.

• Low cost: our prices are reasonable for every company.

• Reliability: used uninterruptedly since 1998 by big, medium and small companies, it can work either with SQL Server or Oracle (and the free versions of both).

• Prestige: it has been chosen by companies belonging to Mapfre, Iberia, Hero, Abbott Laboratories, Cegasa, Telefónica, Cirsa, Altadis, Crown Cork, Alsat, Heimbach, Norte, Samca… in 8 countries.

• Simplicity: there is no need to spend weeks to learn how to manage the software.

• Relief: our customers have successfully obtained certifications by Bureau Veritas, Det Norske Veritas, Lloyd's, Aenor... according to ISO 9001, ISO 14001, ISO 17025... and even the FDA Final Rule, 21 CFR Part 11.

• Total control: it controls entirely the creation, approval, reading and printing of your documents and records.

• Compatibility: it can manage documents made with Word, Excel, PowerPoint, FreeHand, AutoCAD, Acrobat, WordPerfect, Lotus SmartSuite and any other format. The additional software Agente Docal can send e-mail through any SMTP server (usually Microsoft Exchange or Lotus Notes).

• Support: you can get support without limit by telephone, e-mail or the free software Microsoft Netmeeting.

• Updates: updates are published in our website. Easily an authorized user can download the last update and send it to all the PCs in the network.

• Integration within corporate software: an OCX component intended for software developers allows to use E-forms from your corporate software.

Introduction

Quality Assurance and/or Environmental Management according to international standards (ISO 9001, ISO 14001, QS...) requires a great effort concerning organization and management, along with a significant cost.

As a consequence, many documents need to be managed, including:

• Development: creation of new documents, including forms that will be filled by different users.

• Approval workflow: qualified users must make comments or give their approval before documents can be distributed.

• Distribution: every document and form must be handed in to end users.

• New versions: documents and forms are not forever. Often documents must be changed, those changes must be approved and new versions must be distributed while retiring the old versions.

This complexity increases as some documents depend on others, so changes in one document can require changes in those related to it.

Also, when the document is a form, its workflow does not end with distribution, but must go on through different users gathering pieces of information, decisions or tasks from each one.

General description

Sistema Docal allows computerization of every process related to Documents, Records and Training Control, through a friendly interface that provides an easy management as long as very few hardware requirements.

When an Internet/Intranet server is available, the main documents can be distributed easily without requiring any help from the webmaster.

Our customers include a wide variety of sectors from manufacturing to laboratories, hospitals or schools. They have got ISO certificates from Bureau Veritas, DNV, Lloyd’s, Aenor and many other certification companies in 8 countries.

The Explorer

The Explorer inside Sistema Docal is a powerful tool for easily getting reports and manage every item. It allows to create, modify or delete items (users, departments, types of documents…), creating reports of the information shown.

Its layout is similar to Windows Explorer, with a tree in the left, elements listed on the right and a toolbar above them.

Documents under development

In order to guarantee that the documents can’t be modified by non authorized users, they are stored inside a database, not as disk files that could be modified or deleted by users with access to those folders.

In addition, the software allows to choose freely what tool is the most suitable for a single document. Often it is a word processor such as Word, but documents can also be Excel workbooks, PowerPoint presentations, AutoCAD designs or any other file.

When a form is to be designed, the E-form tool is recommended, so you can easily automate all the workflow for the form, from creation to closing, avoiding entirely the use of paper.

E-Forms can ask the user for a single piece of information (a name, number or date) but also an entire file can be inserted when allowed.

On the other hand, it is possible (and recommended) to create templates for each type of document. This way, every new document of that type will have the same look.

Approval

Approvers can go-ahead the document but also return it to the writer to ask for changes. Also, authorized users (critics) can add comments to be read by the approvers.

The software guarantees that the document can’t be modified during approval or later, unless it is returned to its writer.

Distribution

When a document is published, every authorized user can have access to it. If it is a new version, the old one has been retired automatically to assure that users are not using obsolete documents.

A powerful search screen allows users to easily find the desired documents.

It records who opens every document, when and from which computer.

Also, when opening a Word or Excel document, it is possible to prevent users from printing it or saving local copies.

When the document is an E-form, end users can “start” and fill in new copies of it. Every piece of data is stored in the database, so it is available for report.

All of this makes possible to completely avoid the use of paper, but hard copies are allowed for users that don’t have a PC in their workplace.

New versions

Published documents that are to be changed are not modified, but copied to the development area from where, after approval, will be published. On publication, the new version “pushes” the previous version to an obsolete area, avoiding further access. Only authorized users can view obsolete documents.

Dependencies between documents

The software shows two dependency trees for each document.

One lists the base documents for the current document.

The other shows those for whose the current document is a base document.

Statistics

A variety of statistics options give valuable information that can be used to improve the use of the software.

It gives the mean time needed for document creation/approval (global or detailed by user), number of created documents, number of new versions...

Mail tool (only Enterprise edition)

A complete message system is included. Many messages are sent by the software itself in order to warn approvers than must go-ahead a document, writers whose approver has returned the document, users that have received a new document... over 40 types of messages can be sent.

Messages are not private. Administrators can audit every message.

When a new message exists, a light bulb next to Windows clock warns the user even if not logged to Sistema Docal.

Event Log (only Enterprise edition)

Change suggestions (only Enterprise edition)

Change suggestions provide an easy way to manage suggestions for document creation, change or retirement made by different users.

Administrators can reject suggestions, or they can decide to start a new document, a new version of an existing document in order to include the suggested changes, or retire the document to the obsolete area.

Intranet/Internet distribution (only Enterprise edition)

A wizard creates a complete website for the published documents. The website can be personalized for each user, or can be generated as a whole site for all users.

Only published documents (all or selected) can be uploaded.

HTML templates are available, so it is possible to change colors and graphics that match those of the company website.

PDF distribution (only Enterprise edition)

PDF distribution is an optional feature within Enterprise edition that allows to give in the document as PDF to end users, while keeping the original document hidden (Word, Excel, AutoCAD...).

It is useful in some cases:

• To prevent documents in the Intranet/Internet from printing. Not printable PDF should be generated.

• To distribute documents to a very large number of users when software licenses are limited for Word, Excel or other software used to create documents.

A mixed mode is allowed, e.g., you can insert a PDF only for those documents that you want distribute using that format.

E-forms module (optional)

The E-forms module is an extension, sold separately, that provides additional functionality over the basic Document control module.

Consists of a design tool that allows to easily design electronic forms that include linear workflow based on sections and fields.

Each section is intended to be filled by a single user and includes one or more fields. Many types of fields are available: text, memo, number, date, time, system date and time, boolean, multiple options, file and separator.

Some advanced features are:

• Sections and fields can depend on other fields. So, selecting a value in a field can cause that further sections are skipped, or other fields can (or can’t) be blank.

• Users designed to fill in further sections can depend on values selected in previous sections. This allows a dynamic workflow.

• Sections can include tables.

After a newly designed E-form is published, end users can “start” new E-forms and fill in data. Every time a section is completed, the software looks for the user responsible in the next section and sends a message asking the user to fill in that section.

A special section (Actions) can be used to start new E-forms, make new Change suggestions or assign tasks to certain users.

E-forms are widely used to manage nonconformances, corrective and preventive actions, customer relationship as well as manufacturing records, proposals of purchase and almost any kind of record.

Stored data can be viewed as text or graphics, or can be exported to new or existing Excel workbooks.

Training control module (optional, only Enterprise edition)

The Training control module is an extension, sold separately, that provides additional functionality over the basic Document control module of an Enterprise or Corporate edition.

Main features:

• Required documents: for each document, you can say who should read the document and then sign “I’ve read and understood this document”.

• Training manager, promoters and instructors: new roles to plan training.

• Fault detection: it detects training faults: courses to attend and required documents to sign.

• Training plan: you can create types of courses and assign contents, duration, required users...

• Notes, Course file: it allows to assign notes and it keeps the course file for each user.

• Job change plan: when an user is to be moved to a new job, this utility allows to know in advance which courses he should attend and what required documents he should read and sign.

• Periodical courses: some courses can be created as “periodical” when the same user must attend the course more than once, with a known periodicity.

Editions

Our software Sistema Docal can be useful for big, medium and small companies that need to manage documents and records.

All editions can be extended with the E-forms module.

Only Enterprise and Corporate editions can be expanded with the Training control module.

• Standard edition: is the cheapest and it is intended for companies managing less than 300 documents in a single PC or a small network of up to 4 PCs.

• Professional edition: is the same as the Standard edition but it can manage over 300 documents.

• Enterprise edition: it is recommended for networks from 4 to 150 PCs. Includes:

  • Mail tool.

  • Event log.

  • Change suggestions.

  • Internet/Intranet distribution.

  • FDA Final Rule, 21 CFR Part 11 compliance.

  • Document organization by customers, projects and/or suppliers.

  • PDF distribution.

• Corporate edition: recommended for enterprises and groups over 100 PCs. It does not limit the number of concurrent users.

Requirements

Server side

Every company can choose between:

• SQL Server 2000/2005/2008

• SQL Express (a free version of SQL Server, maximum 4GB per database)

• Oracle 8.1/9.x/10g/11g

• Oracle Express (a free version of Oracle, maximum 4GB per database)

The hardware requirements in server depend on the database chosen and must be requested from Microsoft or Oracle.

When using SQL Server, SQL authentication should be enabled. Windows authentication is available but not recommended.

Client side

Current version 5.50 is a full Windows client.

Customer support

All the licenses of Sistema Docal include three months of updates from our website and full support by telephone and e-mail. This service can be renewed annually.

Our customers

The Sistema Docal has been chosen by companies belonging to Mapfre, Iberia, Hero, Abbott Laboratories, Cegasa, Telefónica, Cirsa, Altadis, Crown Cork, Alsat, Heimbach, Norte, Samca, Recall Information Management… and others, in 8 countries.

Additional software (optional)

Agente Docal for SMTP

This Agent for the Sistema Docal sends by e-mail a copy of every message generated inside the system by using an e-mail account in a SMTP server.

Main features:

• Users will receive all the messages in their inbox tray using their usual e-mail (Outlook, Lotus Notes...).

• It can be installed as a Windows service, working unattended.

• It needs an e-mail account in a SMTP server to send the messages.

• It can connect to SMTP servers with or without authentication.

• An only Agent can be configured to send all the messages in different databases.

• Errors can be easily detected when e-mails can’t be sent.

• It can be purchased in addition to Enterprise and Corporate editions.

OCX component for developers

This OCX component is a control intended for developers that want to use our E-forms from within their own corporate applications:

• It can be used from any development tool that can use OCX controls (Visual Basic, Visual C++, Oracle Developer, Microsoft Access...).

• From the corporate application, an user could:

  • Look for pending E-forms and actions.

  • Create (start) a new E-form from an existing design inside Sistema Docal.

  • Open an E-form previously created.

• It can be purchased in addition to any edition of Sistema Docal