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Many organizations suffer from Documents Distribution, as their HODs/CEO wanted each document to be reviewed and they will take their own sweet time to mark the distribution or ignore to issue to some important discipline for review.
The response is delayed and organization many a time faces administrative, legal, and fiscal issues due to delay in response for some critical issues...
Organization /Project Distribution Matrix is predefined for all incoming and outgoing Correspondences, Document & Drawings distribution authorized by higher management and department heads.
Distribution Matrix is consists of an excel sheet where at one side the depart Documents types are mentioned in raws and in the column, the recipient's names or designations are shown. Top Management will assign marks A for Action, I for Information as per document importance review, and the final copy is issued to Document Controller for distribution action.
Document Controller, Administrators, Secretaries are responsible for distributing the documents in hard or softcopy through e-mails or DMS systems as per the distribution matrix marks and if in doubt ask the concern manager, if more distribution is required for Action/Information.
Distribution Matrix reduces time and cost on distribution and action is taken faster within the review cycle period.
Many companies are using Distribution Stamp, Distribution Slips and Control Distribution Forms too.
Due to Digital Content and Distribution Groups created in DMS, software distribution is possible within 24 hours.
Confidential Documents to be distributed to only authorized marked persons.
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Source: Best Practices in Document Management Excel: Master Distribution Matrix Template, Forms & Stamps Excel (XLS) Spreadsheet, Prakash Patel (DMS Trainer & Consultant)
ABOUT THE AUTHOR: PRAKASH PATEL (DMS TRAINER & CONSULTANT)
-Document and Records Managment Professional
-Document Control Trainer and Consultant
-Specialist in Developing and Implementation of Oil & Gas, Engineering & Construction, Resource, Infrastructure,EPC Projects, and Other Industries:
-Document & Records Management Policies and Plans
-Communication and Correspondences Procedures
-Document Numbering Procedures
-Document Control Procedures with Best Practices
-Document Management Templates /Formats
-Vendor Document Management Procedure
-Final Documentation Procedure
-Records Management Procedures
-Document and Records Management Workflows
-DMS/EDMS/WCM/ECM Implementation Process and Procedure Tool Kit
-Document Management Training Presentations
-Records management Training Presentations
-EDMS Software Training Presentations
-Document Controllers Interviews and Assessments Formats
-Document and Records Management Audit Templates and Procedure
-Document and Records Management Requirement Templates Evaluation, Pilot Testing, Training, Go live and UAT
-Implemented Aconex, Live Link, Documentum, Infoworks, Petrocept, and many DMS software.(EDMS/WCM/ECM)
-Implemented DMS with ISO9001, ISO25489, ISO27000, and AEC82045 standards for compliance.
-Trained more than 2000 Document Control Professionals and Corporate staff for DMS software.
-Internal and Third-Party Auditor for Document & Records Management System (Archives) as per Retention Policy.
-Worked as Document Controller, EDMS Administrator, Project Administrator, Trainer, Recruiter, and Industry Consultant.
-Developed Workflows/Business Processes for the entire project from proposal to final close-out.
-ISO 9001 Internal Auditor for Integrated Management System
-Implemented Aconex, Live Link, Documentum, Infoworks, Petrocept, and other EDMS's.
-Strong Interpersonal skills and aggressive in expediting in meeting project's milestones.
Developed a unique training program in Document and Records Management 4 courses comprises of more than 15 topics to cover the entire Document & Records Management Life Cycle adhere to compliance and governance.
-Certified Document Controller (CDC)
-Certified Lead Document Controller (CLDC)
-Certified Records Management Professional (CRMP) -
-Certified Enterprise Document Mgmt. Professional(CEDMP)
-Corporate Document Management Training Program
My dream is to breed highly skilled and competent Document Professionals across the globe to serve the organizations with the best practices of digital content security and confidentiality with ethics and grow them individually to great heights.
Prakash Patel (DMS Trainer & Consultant) has published 3 additional documents on Flevy.
File Size: 153.5 KB
Related Topic(s): Document Management
This business document is categorized under the function(s): Corporate Communications Operations
It applies to All Industries
Purchase includes lifetime product updates. After your purchase, you will receive an email to download this document.
Initial upload date (first version): Sep 5, 2020
Most recent version published: Sep 7, 2020
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