Document Management Symposium

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Document Management Symposium May 2004 Jasper,
Alberta
Three simple, effective applications at
Alberta-Pacific
John Millward Alberta-Pacific Forest Industries
Inc.
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A little history

• First looked at imaging / electronic document
  technologies in mid-90s - IT initiated, little
  user interest

• Pilot project identified by Materials Management
  for 1998 budget year
• Implement electronic capture and distribution of
  non-coded data such as MSDS, Quality Control,
  Vendor and other purchasing information.

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We looked at
SAROS (acquired by FileNet in 1996) PC
Docs FileNet Open Text Documentum
Issues
Complexity Cost Infrastructure requirements IT
support
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Fall 1999

• Copier fleet upgraded, Xerox multi-function
  DocuCentres installed

• DocuShare identified as potential solution for MM
  project

• November 1999
• Acquired, installed DocuShare 2.0

• December 2003
• DocuShare 3.1 upgrade (software install data
  conversion) successfully completed

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Three simple, effective applications at
Alberta-Pacific
Material Safety Data Sheets (MSDS)
Material Test Reports (MTRs)
Woodlands Contracts
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Material Safety Data Sheets (MSDS)
WHMIS

• Workplace Hazardous Materials Information System

• A system of hazard communication

• One of the most important occupational health and
  safety regulations employers must comply with

• Focus is handling, storage, use and disposal of
  hazardous materials

• Made up of 3 independent but complementary
  elements
• Labels
• Material Safety Data Sheets (MSDS)
• Worker education

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Material Safety Data Sheets (MSDS)
MSDS

• One of 3 independent but complementary elements
  of the WHMIS information delivery system

• Provides answers to the following

• Is the chemical being handled hazardous?

• What is the nature of the hazard?

• What safe handling, storage, use and disposal
  measures should be taken?

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Material Safety Data Sheets (MSDS)
Supplier Responsibilities

• Supplier of controlled products must provide as
  a condition of sale
• Primary means of communicating product hazards to
  potential users
• Must be current (less than 3 years old)

Employer Responsibilities

• Make MSDS readily available in the work place
• Ensure controlled product not used unless MSDS
  available
• Ensure MSDS is current

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Material Safety Data Sheets (MSDS)
The Problem

• Existing MSDS software package inadequate
  incomplete, not current

• Hard copy (manual) system issues
• Accessibility many copies, many locations
• Updated manually
• Difficult to update
• Incomplete
• Time consuming to locate required MSDS

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Material Safety Data Sheets (MSDS)

• Readily available means
• Hard copy in an easy access location
• Electronic copy on an accessible computer terminal

The Solution Computerized MSDS Management

• MSDS may be made available on a computer terminal
  if the employer
• Takes all reasonable steps to keep the terminal
  in active working order
• Makes the MSDS readily available on the request
  of an employee
• Provides training to employees in accessing
  computer-stored MSDS
• Provides a good quality printer for occasions
  where a hard copy is needed

• All MSDS are processed into DocuShare

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Material Safety Data Sheets (MSDS)
The Process

• Receiving notes the area in which the product
  will be used on the MSDS and forwards to Health
  Safety

• On receipt, HS checks Docushare to see if the
  MSDS is already in the system and the MSDS is the
  most current. Updates DocuShare as required

• One hard copy of all MSDS is maintained in Health
  Safety.

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Material Safety Data Sheets (MSDS)
Accessing MSDS
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Material Safety Data Sheets (MSDS)
Accessing MSDS
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Material Test Reports (MTRs)
Requirement
All vendor supplied Material Test Reports /
Material Certificates for boiler and pressure
related material purchases must be maintained on
file and be easily accessible
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Material Test Reports (MTRs)
The Problem

• Filing process time consuming

• Space intensive

• Not easy to locate / retrieve information with
  existing manual / hardcopy filing system

• Premature destruction

• Information not available mill-wide

The Solution All Material Test Reports /
Material Certificates scanned into mill-wide
database on receipt

• All MTRs and related documents are processed into
  DocuShare

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Material Test Reports (MTRs)
The Process

• Material tagged with PO as received

• Material Test Reports / Material Certificates and
  related documents are scanned

• Scanned images processed into DocuShare,
  referenced by PO

Any team member can readily locate Quality
Control information
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Material Test Reports (MTRs)
Accessing MTRs
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Material Test Reports (MTRs)
12 pages of documentation related to the
purchased goods

• Packing slip
• Test Certificates
• Inspection Certificates
• Material Receiving Checklist
• Receiving Report

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Woodlands Contracts

• 142 active contracts _at_ Jan. 30/04

• All contracts provide for additional schedules
  setting out future work / rates

A five year harvest contract could have more than
100 schedules added over the life of the agreement
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Woodlands Contracts
The Problem

• Electronic copy of contract saved on network
  drive as a word document

• Contract photocopied (usually 20 pages)

• Original (signed copy) placed in locked,
  fireproof filing cabinet

• Copy filed in location operations staff can
  access if necessary.

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Issues
Woodlands Contracts

• Cost of photocopying each contract time,
  resources, supplies

• Only one copy so access limited to one individual
  at a time

• Copies filed with other correspondence, difficult
  to locate

• File storage for copies

• Copies taken and not returned

• Electronic copies difficult for operations staff
  to access

• Changes difficult to track (hard copy changed but
  not electronic copy)

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Woodlands Contracts
The Solution Change the way contracts are
electronically stored

• All Woodlands contracts are processed into
  DocuShare

The Process

• Original (signed copy) placed in locked,
  fireproof filing cabinet (no change)

• Electronic copy of contract saved as MSWord
  document in DocuShare!

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Woodlands Contracts
Issues resolved

• No more photocopying

• File storage needs reduced

• Contracts easy to locate and access software
  user friendly and easy to learn

• No limits on access

• Contracts always available

• Operations staff can view or print contract, but
  cannot change

• Version control
• Contract revisions can be tracked, including
  dates and identity of person who revised
• Any version of a contract can be viewed.

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Woodlands Contracts
Accessing Woodlands Contracts
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Questions?