Documents-module description
Overview
Description
The Document-module is a vital component of the Safety Management System (SMS). It is designed to efficiently organize, track, and maintain all documents essential for ensuring the safety, compliance, and smooth operation of maritime vessels and activities. This module facilitates accessibility, and management of various maritime documents, including safety protocols, vessel manuals, reports, and other types of documents deemed necessary by the organization.
Name
The name or title of the document.
ID
A unique identification number for the document.
Hashtags
A list of keywords or hashtags associated with the document for improved categorization and searchability.
Revision number
The current revision number of the document.
Next revision date
The date scheduled for the next revision or update of the document.
Status
The current status of the document (e.g., OK, Expiring, Expired).
Usage
The Document-module enhances the capability to manage and organize documents effectively within a maritime safety management system. It ensures that documents are correctly categorized, regularly updated, easily accessible, and ultimately leads to efficient document management.
Detailed view
Document
The "Document" tab displays detailed information about the document, including both the document text and its associated metadata. Part of the information presented here is mirrored to what's visible in the Document table overview, but the tab also includes additional metadata fields. These are:
Placement
Indicates the digital location where the document is located and can be accessed from within the Document-module. It helps users quickly locate the document within the organizational structure.
Department specific
Specifies whether the document is department-specific, signifying its relevance and applicability to a particular department or if this document is mirrored over several departments.
Access
Defines the access permissions for the document, specifying which users or roles have the rights to view, edit, or manage the document, ensuring data security and compliance.
Responsible owner
Identifies the individual or role within the organization that is responsible for the document's maintenance, updates, and overall management, ensuring accountability.
Alert type
Associates the document with a specific alert type, indicating the type of notification or alert that should be triggered in case of planned revisions or updates (depending on whether the "Next revision date" feature is enabled or disabled).
Next revision date
Specifies the scheduled date for the next revision or update of the document, ensuring that documents are reviewed and kept current within defined timeframes.
Revision
To be developed.
The "Revision"-tab is a key feature of the Document-module, designed to maintain a comprehensive historical record of document-related activities. This tab tracks critical information, including the dates of changes, the users responsible for making changes, revision numbers following each modification, and the type of action performed on each document. It offers a informative trail for document management activities, ensuring transparency and compliance.
View (default)
The "View"-tab is the primary tab that opens when selecting an individual document for viewing. In this tab, the header displays the revision number, while unnecessary information is removed, leaving only the document text. This presentation enhances the document's readability and user experience.
Attachments can be located at the bottom of the document for easy access.
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