FAQ

General

  • A:-Difficult to keep track update & changes
  • -Document distribution not up to date
  • -Miscommunications
  • -Traditional workflow are time consuming
  • -Labor Intensive
  • -Many tedious steps
  • -Human errors
  • -Storage space
  • -Limited copies for reference
  • -Difficult to cross refer with other dept
  • -Loosely control, misplace document
  • -Management not in office for approval
A: There is no limitation of NIIX ISO DMS that would impact its usage nor benefits.
A: Step for transitioning hardcopy to digital is as follow:
  1. In the Management Review Meeting, must state that effective when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via ISO DMS.
  2. Get ready all the latest version document in softcopy of each department, identify who is Creator, Reviewer, Approver for each document.
  3. Create department list and user list in the NIIX Portal. Identify the role/ user security level of each user. Provide the ISO DMS and User login details to all employees.
  4. Upload document to the ISO DMS for each department. If all the latest document have been approved during the hardcopy version, then for the ISO DMS implementation transition process, you can have Two options:
    • - Option 1: Process Owner (Document Owner) to upload their own department document. Review and Approved by related Reviewer and Approver.
    • - Option 2: Document Controller assist to Upload, Review, Approve all document of all departments using related document owner, reviewer, approver login ID.
  5. Notify all employees effective when and when, all ISO documents such as Manual, Procedure, etc shall be viewed in ISO DMS.

A: It is up to your company to decide. - Best practise is Process Owner (Document Owner) to upload their own department document. Review and Approved by related Reviewer and Approver.

However, some of our clients let the Document Controller to Upload document using related document owner login ID and send to related reviewer and approver. Each Reviewer and Approver will review and approve their own document.

A: All the old version document can be remain in hardcopy or Softcopy for reference purpose. You only need to upload the latest version document into ISO DMS.

In the management review meeting, must state that effective when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via ISO DMS.

A: It is not necessary. You can state in your Document Control Procedure that the manual, procedure, etc will be managed and viewed in the ISO DMS.

A: All the old version document can be remained in Softcopy or hardcopy for reference purpose. You only need to upload the latest version document into ISO DMS.

In the Management Review Meeting, must state that effective when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via ISO DMS.

A: By using the ISO DMS, all the document will start with revision 1. You shall update the Document Control Procedure accordingly to reflect the control of document using ISO DMS.
A: The best practice is to manage the document in ISO DMS and let all the employees to view the document in the system.
A: Document Controller (DC) can be assigned as ISO DMS administrator to assist Management Representative to assign related system access rights (security level) to other User.
A: The standard language is English. However it can be customized to your local language if necessary.
A: No. You can let either QMR or Document Controller to be System Administrator for NIIX ISO DMS. This will be the key person to create Department and User and assign the related user access rights to each user.
A: Document Creator/ Reviewer/ Approver is not supposed to share the ID. You may let Regular user who only needs to view the document to share the ID though the same ID cannot be used at the same time. However the best practice is each user to have their own ID thus they can login to the system at anytime.
A: NIIX is the brand name of the software. Where "n" represents the number of collaborators and processes to automate
*The double “i” represents people in an organization where their tasks are linked through our software solution to promote efficiency and effectiveness
*“x” means breaking through barriers with future-oriented mindset, forward-going growth and continuous improvement
A: Among the features of NIIX ISO DMS are:
  1. User security and access control
  2. Creation, review and approval of document with automated workflow
  3. Easy access to supporting document and cross reference document
  4. Master list with document category
  5. Caters for multiple ISO Standards and digital audit
  6. Automated versioning and archiving of obsolete documents
  7. Task reminders, announcements, updates and summary
  8. Real time tracking for document change and all user activity
A: Yes Please contact us if you need to subscribe the NIIX ISO DMS for parent company and it subsidiaries.
A: Yes, in fact it is the best timing to implement ISO DMS while preparing the document (manual, procedure, work intrucstiopn, etc) to obtain ISO Standard certification.

A: Yes, NIIX ISO DMS is web based system thus you can access from any where and anytime with valid login ID and password.

If the ISO DMS is installed at your own server on premise, you need to enable the server to be access from external.

If you are subscribing to our cloud server package, then no further setting is required in order for you to access ISO DMS from any where and anytime.

A: It helps reducing time spent on document management. User can access to the related document whenever necessary this will improve their knowledge on the company procedures, work instruction and further improve the effectiveness and efficiency of the business operation. It also enables employees to focus on other important matters instead of spending time on managing the document.

A: Government and GLCs: NIOSH Certification Sdn Bhd, Johor Port Berhad, Lembaga Lebuhraya Malaysia, Lembaga Hasil Dalam Negeri Malaysia, Institut Keselamatan & Kesihatan Pekerjaan Negara (NIOSH), etc

Private Sectors: Shin Etsu (SEH) Malaysia Sdn Bhd, Shinko Electronics (Malaysia) Sdn Bhd, Medipro Manufacturing (M) Sdn Bhd, Kian Joo Can Factory Berhad, etc

A: Please refer to the price range for your preferred package.
A: It depends on the requirements of customization after assessment by NIIX.
A: NIIX believes in assisting clients in implementation, providing excellent after-sales service / support to ensure a successful implementation.
A: NIIX provides detail User Manual which enable user to learn and use the NIIX ISO DMS. Please contact us if you required On-Site training.
A: You may refer to the Online Demo to further understand the feature and function of the NIIX ISO DMS.

A: NIIX ISO DMS is best used for ISO documentation management and document audit.

A separate system named NIIX Quality Improvement System is used for ISO Audit which can cater for Corrective Action, Preventive Action, Management Review Meeting, Supplier Corrective Action request, Continual Improvement, etc.

A: This is the charges for related system setting and configuration.

A: If your purpose to group the user is to assign the document access rights, then this action is not required.

This is because the document access can be assigned to selected Department(s) and only user from the selected department(s) can access and view the document.

A: NIIX ISO DMS is very user friendly and it also providds very details User Manual and User Tutorial video clip. User will be able to use the system after learning from the tutorial video.
A: NIIX ISO DMS is used for managing your related ISO Documentation include ISO procedure for Account Department. However it cannot be used as a replacement of your Accounting Software.
A: No, this feature is currently unavailable.
A: It depends on Management's strategic decision to either invest in Capital Expenditure (purchase) for long term or invest under Operating Expense (subscribe). The start up cost for the subscription package is much lower compared to the Purchased Package.
A: The norm is to start from Form, Job Description, Work Instruction, Procedur and Quality Manual. Then you can link the Form to related Procedure/ Work Instruction accordingly when creating Procedure/ Work Instruction. Etc.
A: The Auditor can login to the ISO DMS to audit the document (manual, procedure, etc) for document change record, document review date, approval date, document history, etc.
A: Yes, there is a disclaimer at the bottom of the printed document which states “Printed copy is not valid for usage unless signed and / or stamped".