SoutronGLOBAL© Controlled Documents System

A completely new system to control documents within a corporate library or information centre. It incorporates functions for the purchase, receipt, storage, control and distribution of published documents and any amendments and supplements to those original documents. Its purpose is to ensure that the right information is always provided to individuals together with all associated amendments and updates. This type of function is critical in industries where there is regulation of services and functions and has a critical safety or compliance effect.

This module allows an organisation to manage documents for which supplements and amendments are regularly published, through a simple and straightforward process. For example, the system is used to manage documents published by the International Civil Aviation Organisation (ICAO).

A published resource may have Supplements and Amendments published with additional information or corrections to errors in the original Document. The original Document is never changed and is only fully complete and accurate if used with the related Supplements and / or Amendments, however, a new edition of a Document may be published to replace the previous edition as well as all Supplements and Amendments related to the previous edition.

The system is built to use a controlled Distribution List e.g. the pre-allocation of copies of documents that are on order to either a Library or a Borrower.

The following features are available in this module:

Searching of Documents and Amendments
Cataloguing of Documents
One button creation of a new Edition of a Document
Creation of Parent / Child relationships between Documents, ie: a Supplement linked to a basic Document
Cataloguing of Amendments
Linking of Amendments to a specific edition of a Document
Loaning copies of Documents and Amendments by Copy and by Borrower
Transferring copies of Documens and Amendments between libraries
Ordering new copies of Documents and Amendments
Definition distribution lists for Documents and Amendments on order
Receipt of ordered copies
Reporting

The system addresses the entire cycle of ordering, receipting, classifying, labelling, distributing, updating and withdrawing documents. It provides libraries with automated and streamlined ways to control documents within the systems framework of an integrated library management system. This means that the systems can slot seamlessly alongside other library functions and re-use other library constructs.