Documented Information and Document IDs

The documented information is part of the international standard for quality management DIN EN ISO 9001:2015. Documents are uniquely identified system-wide via a document ID.

Background

According to the international standard for quality management DIN EN ISO 9001:2015, documented information is the "information that must be managed and maintained by an organisation".  With the documented information, the company management defines responsibilities, processes and basic regulations, how records (verification documents) created in day-to-day business are to be marked and how different types of documents are to be archived.

The documented information supports the effectiveness and maintenance of the quality management system in the company. Documented information must always and at all times be identifiable and clearly assignable. For this reason, documented information has a unique identifier, a so-called document ID. Relevant documents are provided with a document ID in the Robin Data software. 

Document ID

Assign a document ID to documents in Robin Data Software. The use of document IDs is to uniquely mark and identify documents system-wide. 

Warning

Once the document ID is stored, it cannot be changed.

Areas with document IDs

When documents are generated in the following areas, the document ID is visible in the respective input mask of each document.

  • Activity
  • Processing activity
  • Data protection impact assessment
  • Erasure class
  • External contacts
  • Service
  • Contracts
  • Technical-organisational measures

Structure of the document ID

The letter/number combinations used are based on the specifications of the documented quality management information. You will find an example of a document ID below: 

Document ID of an activity document

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  • BAJCFEJCE = Letter sequence generated from the company's key.
  • (AC) Activity = abbreviation of the selected documented information 
  • BAJCFEJED = Letter sequence generated from the user's key
  • 2021/12/14.09-5940 = Date when ID was generated#
    • 2021/12/13 = Date according to the format YYYY/MM/DD
    • 15-5549 = Time according to Greenwich Mean Time (GMT) or Coordinated Universal Time (UTC) and according to the format "hour-minute-milliseconds" (here in the example 15:55:49)
  • Optional = Optional ending

Documented information

You can find the documented information area under Organizational master data > Documented information. You can import standardised identifiers for the selected documented information or create your own identifiers.

Import standardised document information

  1. In the main menu click on Organizational master data: A dropdown menu will open.
  2. In the dropdown menu click on Documented information: The table view will open.
  3. Click on the button +Documented information: A slider will open with which documents from the databank can be imported.

dokumentierte_info_4

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Data areas 

The slider for importing documented information has the following data areas:

  • New: This function is explained in the next section "Create your own documented information".
  • Search: You can search for documented information using the search.
  • Show all/show non-existent: If you have already imported documented information, you can hide the already imported documented information from the table by clicking the button to the right on "Show non-existent".
  • Import: By clicking on "Import", the processing activities selected via the checkboxes in the table will be transferred to your data protection documentation.
  • Close: You can close the slider by clicking the "x" symbol in the upper right corner.

Overview of importable documented information

Description Abbreviation
Activity AC
Checklist CH
Contract CON
Contract template CT
Documented information DI
Forms F
Guidelines  GL
ISO document ISO
Processing descriptions PD
Processing activity PA
Proof of performance POP
Release certificate RC
Work instructions WI

Create your own documented information

  1. In the main menu click on Organizational master data: A dropdown menu will open.
  2. In the dropdown menu click on Documented information: The table view will open.
  3. Click on the button +Documented information: A slider will open.
  4. Click on the button New: An empty input mask will open. You can find more information on the functionality of input masks in the article Use input masks with forms.
  5. Fill out the input mask.
  6. Click on Save: The documented information will be saved.

dokumentierte_info_5

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The input mask has the following data areas:

Note on language:

In this example, the account has the language variants German and English. For this reason, when the documented information is created, these two languages are also recorded. Depending on the available languages, the form may vary. 

  • Documented information Title DEde: German designation of the documented information to be created.
  • Documented information Title ENen: English designation of the documented information to be created.
  • Abbreviation Title DEde: German abbreviation of the documented information to be created.
  • Abbreviation Title ENen: English abbreviation of the documented information to be created.

Further questions? - We are here for you

If you have any questions about the software, please feel free to contact our support. You can reach us at support@robin-data.io