How to control the delivery and retrieval of documented information require

Hi Jair, 

it seems to me that your company needs a document management system. Most of my clients are using iManage (https://imanage.com/), however, there are many other options. Some companies develop their own solutions, which quite often turns to be a longer, more expensive and clunky option.

In my opinion, you need to identify all the properties of documents in your company. These properties can be used to categorise documents for a browse solution, or as filters in a search solution. The fields below are just examples of the common ones I have seen till now:

• Document name
• Document author
• Document category
• Document type
• Document created date
• Document last edited date
• Document last updated date
• Department/Team/Client that uses that document
• Topics/issues
• Comments
• Document number

 

On the point of that responsible do not deliver the changes in the documents in the agreed time - I would say you need to implement SLAs (Service Level Agreements) between the teams that need to deliver an output (in your case - the changes in the documents) and that output is the input for another team's process. The managers and supervisors need to check what is the progress of those changes and be aware when there are delays and why. There should be clear priorities for the work and the importance of the changes.

 

It seems that it can be beneficial your company to start a Data Governance process:

1. mapping the flow of the data/information between the teams in the company, 
2. identifying risks of manipulation the data without supervision
3. adding controls when changes are made
4. making sure that the changes in information are delivered on time

 

@Jair, may I ask you what is the industry of your company and do you deliver a product or a service?

 

Let me know if you require more help, happy to jump on a call.

Bruce