I have found using Excel adequate for our Pathology Laboratory's document
control requirements and it satisfies accreditation to ISO 17025 standards.
Our system relies heavily on the ability to hyperlink between Microsoft
applications. We use the mailmerge capability of Word to produce the
required number of documents - each document's mailmerge data file is then
also a record of the distribution list of that document. Each document has a
header and footer which contains information pertaining to that document and
it's parent manual - document title, version number and date, unique code,
page numbering, manual name, copy number and who issued to. All this
information is then recorded in an Excel workbook. Basically the Excel
workbook is set up so that each manual of documents has a worksheet
containing all details of each document plus author, dates of issue and last
reviewed, computer path of file containing document, history, distribution
list. Hyperlinks are then established, linking to Word files, which allow
us to access the document file, history file and distribution list
(mailmerge data file) for each document, from the Excel workbook, with the
click of a button. The Excel spreadsheets have also been set up with
"conditional formatting" so that when a document needs reviewing (we require
all documents to be reviewed annually) the "date last reviewed" entry turns
green. When it is more than 1 month overdue it turns red. We have the system
set up so only 1 person (document controller) has access to the "working"
document control files - excel workbook, history files, mailmerge data
(distribution list) files - but all are copied onto the laboratory computer
network as "read-only" files so everyone can access a copy of the workbook
and link to the entire documentation of the lab without causing damage. The
big advantage of setting up an Excel workbook for these records, rather than
using a commercial product, is that you can tailor it to your lab's
requirements and work practises. I am happy to provide more specific
information on setting this up if required.
Claire Taylor
Pathology Quality Coordinator
Pathology Department
Fremantle Hospital
Western Australia
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