Best Practices Maintenance: Document Management

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1. The site’s document management system is: (Required.)

Electronic and fully integrated with other systems

Electronic and interfaced with other systems

Electronic but stand alone

Paper; non-electronic

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2. The percentage of drawings included in the system is: (Required.)

80% to 100%

50% to 79%

30% to 49%

Less than 30%

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3. The site’s timing for migration to a fully functional and utilized document management system is: (Required.)

1 to 3 years

3 to 5 years

5 or more years

No plan

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4. Document control procedures and associated work process: (Required.)

Exist for the system

Are under development

Do not exist

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5. The personnel at the site: (Required.)

Have received training, fully understand and use the document management procedures

Are in the process of being trained to use the procedures

Do not follow the procedures or they do not exist

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6. The system has detailed indexing and search capabilities that: (Required.)

Make documents simple and easy to find

Make documents difficult to find

Indexing and search capability do not exist

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7. The level of accessibility for users: (Required.)

Users have access and it is easy to obtain information

Users have access, but it is hard to find information

Users must go to a separate group that provides the information

Information is not accessible for most users

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8. The quality and level of document version control is: (Required.)

Excellent

Good

Average

Poor

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9. The number of documents included in the document management system is: (Required.)

80% to 100%

50% to 79%

30% to 49%

Less than 30%

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10. The document management systems is used by: (Required.)

All maintenance personnel

Managers and supervisors only

Only staff personnel reporting to maintenance

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* 1. The site’s document management system is: (Required.)

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* 2. The percentage of drawings included in the system is: (Required.)

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* 3. The site’s timing for migration to a fully functional and utilized document management system is: (Required.)

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* 4. Document control procedures and associated work process: (Required.)

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* 5. The personnel at the site: (Required.)

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* 6. The system has detailed indexing and search capabilities that: (Required.)

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* 7. The level of accessibility for users: (Required.)

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* 8. The quality and level of document version control is: (Required.)

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* 9. The number of documents included in the document management system is: (Required.)

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* 10. The document management systems is used by: (Required.)

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* 11. Feel free to provide any information or comments you care to here. They will be read by several human beings!

1. The site’s document management system is: (Required.)

2. The percentage of drawings included in the system is: (Required.)

3. The site’s timing for migration to a fully functional and utilized document management system is: (Required.)

4. Document control procedures and associated work process: (Required.)

5. The personnel at the site: (Required.)

6. The system has detailed indexing and search capabilities that: (Required.)

7. The level of accessibility for users: (Required.)

8. The quality and level of document version control is: (Required.)

9. The number of documents included in the document management system is: (Required.)

10. The document management systems is used by: (Required.)

11. Feel free to provide any information or comments you care to here. They will be read by several human beings!