The registration of external documents is intended to store documents from external sources that are necessary for the control and operation of the Quality Management System, allowing their application in the corresponding departments within the organization. These documents may originate from suppliers, customers, licensing bodies, certification organizations, among others.
To register an external document, follow the steps below.
Click on the External Document menu:
Next, the screen to enter the document information will be displayed.
In the Title field, enter the name of the document being registered.
In the Organizational Units field, select the units related to the document. You may assign more than one unit per document.
In the Process field, select the process related to the document.
In the Responsible field, select the user responsible for the external document.
In the Distribution field, specify the type of document distribution.
Select the Electronic option if the document is available on a website, system, or the company’s internal network, and/or select the Physical option if the document is stored in a location such as a filing cabinet, folder, or archive.
When one of these options is selected, the Local field will be displayed. In this field, indicate where the document can be found. For electronic documents, enter the website or access path. For physical documents, specify the storage location.
If the document has an expiration date, select the With expiration option to choose the date.
In the Documents section, click + Add to include an attachment in the external document record.
After filling in the fields, click Save to complete the registration of the external document. From this point on, the document will be published and available for consultation.
If you wish to cancel the external document registration, click Back.
Attention: All entered information will be lost.
After saving, the system will notify you that the document has been successfully registered.
