QMS system in electronic form

[Potential Power]

Hi

I am just going through the mind boggling setting up of our qms and systems for MCS assesment.

Has anyone else setup a QMS in electronic format ?

If so can anyone give any tips to the folder struvture they have used ?

Also has anyone used google apps for this so your documents are always available via internet.

Thanks for any help.

 

[gr7]

My QMS is purely electronic, no printed materials were used in the assessment. I created a folder called 'QMS' and a sub folder for things like contracts, H&S, purchase orders and so on.
Google docs works best for me as a method of sharing documents with others in the company, I find it is a tad slow for everyday use.

 

[Potential Power]

Thanks for the info gr7

Any chance you could show the complete structure of you QMS folder. I keep setting something up then change it because I think it may not work in reality.

Would be nice to see the structure of one that is running on a working business.

Thanks Again

 

[gr7]

Hi Laurie, more than happy to help but I'm not prepared to share the full structure of my QMS as there is confidential information in there.

You need to organise the directory structure in a manner that makes sense for you and the way you work. Document the location of important documents e.g. Contracts are stored under 'QMS/Contracts', Complaints stored under 'QMS/Complaints'.

My QMS directory has the following sub directories: Certificates, Complaints, Contracts, Equipment records, Finance, H&S, Invoices, Meetings, Projects, Sales, Subcontracts, Suppliers, Templates.

There is no right and wrong way to organise your QMS so long as you ensure that the processes and locations are well documented, my assessor paid very little attention to the structure and was more interested in the content of each document. Focus on this and you will be fine.

Hope this helps

 

[Potential Power]

Hi gr7

Thanks for your time on that and fully understand that you would not want to disclose anything personal.

Where do you put documents like the GS38, MCS-001 & 002, MIS 3002, and your SAP calcs.

I pressume your templates folder contains blank versions of your qutations and complaint forms ?

 

[gr7]

"Where do you put documents like the GS38, MCS-001 & 002, MIS 3002, and your SAP calcs."
I missed that one off the list, these are stored under 'External Documents' with the exception of SAP calcs which are stored in a sub directory of the 'Projects' directory labelled with the Project reference. In fact, most of the documents we generate are stored in the project folder.

The templates folder contains ~35 templates for the whole business, each of which is version controlled.

There is a lot of work to put into creating your QMS, mine took the best part of 8 weeks almost solid.

 

[Potential Power]

gr7 thanks very much for your help with this.

Much appreciated

 

[poheZ]

why not just use the structure they have given you in mcs001, then make up your own extra ones if you cant fit in certain things

 

[Potential Power]

Ohh !! I have not seen that. I will have a look.

Read so many documents now, makes your brain freeze up.

Thanks for the tip.

 

[poheZ]

i did that. Read it carefully and do what it tells you it thinks it says. The clause's that people fall down on most (according to the NICEIC assessor) is 5 and customer requirements.
number each page with your comany name, name clause, issue number and date created (they want that)

 

[Potential Power]

Do you know how much it is for a small company of 2 or three people ?

Do you have a link so we can have a look.

Thanks

 

[poheZ]

probably alot!

Mine took me a week of evenings, i just went through the mcs001 document and did what they wanted. I was issued with 8 non conformities which i sorted out the next day.

Paying someone to do it is fine, but you still have run it. So you will have to understand how it is setup.

 

[Potential Power]

Fair comment. Just trying to find a way to save a tree or two, make the company easily expandable using a cloud based system.

Maybe something where the customer can also log in to check the progress of their project.

 

[Potential Power]

Can you give me the link please as am interested in having a look.

Thanks

 

[Potential Power]

Thats great. Thanks for the info. I will give that a go.