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A commonality that exists within quality assurance, Act compliance, standards compliance, or company policy implementation is that the starting point to all of these is the same, a document, whether that might be internal or external. These are all types of “compliance management”, which are designed to ensure that the actions of people within an organisation comply with a predefined set of rules. These “rules”, whether they are methods of work, policies, procedures, SOPS or other forms of guidelines, can be enforced in different ways. The “quality management” model would entail the publishing of the relevant policies and procedures and then to ensure that these policies and procedures are adhered to.
ISO9001 is most probably one of the best-known standards to ensure consistent results and to continually improve the process of quality. Not only does an organisation that are ISO9001 compliant need to follow the process but they also need to follow other rules, such as complying with the law and other practices. Every organisation has to comply with multiple, overlapping requirements and laws.
Being compliant with different standards, such as ISO9001, poses a challenge to any organisation that need to implement a set of “rules” in order to do business. The challenge to any organisation is not to implement and be compliant to those “rules”, but to what extent to automate the process.
Effective document control is the core of any compliance solution. i-Kno provides a flexible solution for the creation, modification, approval, release and archive of all compliance and quality documentation relating to the conformance with regulations and standards.
- Central, secure repository for efficient storage of and access to control documents, policies and procedures.
- Web-based system enables access to all relevant documentation at any time and from anywhere.
- Enhanced Search functions that enable users to search for any document from different viewpoints.
- Older versions automatically archived and users only see the most relevant version of a document.
- Approval workflows, allowing different users at different levels to review and approve.
- Full history of documents including audit trails and approval history.
- Linkage to other documents.
- Multiple language compliant, allowing the same procedure to exist within different languages, ensuring proper revision control across those documents.
- E-mail notifications and reminders for various activities.
- E-mail notifications sent to interested parties when control documents changes.
- Control of physical documents and artifacts, including location and holders.
- Standardised approval processes.
- Improves communication and teamwork across departments and functional areas.
- Provides enterprise-wide visibility into the documents.
- Provides the right information, to the right person, at the right time, for the right business purpose.
- Flexible document types and template masks.
- Classification of documents.
- Flexible document numbering.
- Printing of standard headers and footers on documents indicating revisions and approvals.
- Ensuring correct watermarks during drafting and approval process.
- Proper revision management, not just versioning.
POPI -Protection of Personal Information Bill
POPI refers to South Africa’s Protection of Personal Information Billwhich seeks to regulate the Processing of Personal Information.
Personal Information broadly means any information relating to an identifiable, living natural person or juristic person (companies, CC’s etc.) and includes, but is not limited to:
- contact details: email, telephone, address etc.
- demographic information: age, sex, race, birth date, ethnicity etc.
- history: employment, financial, educational, criminal, medical history
- biometric information: blood type etc.
- opinions of and about the person
- private correspondence etc.