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Document Management Systems and the Management of Training Classes Related to Document Revisions

Document management systems are often implemented for regulatory purposes or even for environmental purposes. Regardless of the purpose for implementation, document management systems can save companies significant amounts of revenue every year. However, many document management systems lack the functionality that automates and manages training processes, which is strange since documentation regulations often go hand-in-hand with training regulations.

Document Management Systems that Provide Training Functionality
Document management systems that provide training functionality are in high demand because—as mentioned above—documentation regulations are often accompanied by training regulations across many industries. These regulations don’t have to be handled separately with disparate systems or slow manual processes. Technology has progressed and document management systems that provide training functionality are readily available.

Your Company’s Industry
If your company’s industry is regulated by governmental regulations or industry-preferred standards then it would benefit from the implementation of a document management system that allows for the last scenario amongst the following:

Scenario #1: No Document Management Systems with Training
In scenario #1 there is a regulated company that has no document management system and manages training manually. As this company grows this manual management becomes more and more of a problem. For example, the training manager will spend hundreds of hours planning training sessions (including the logistics of who the trainers will be, where the training will be held, and who the trainees will be in multiple training classes). Then the training manager is responsible to invite every trainee to the correct class(es) and ensure that every trainee arrives to the correct class and proves (perhaps with an exam) that he or she had learned the assigned material. Training follow-ups and escalations then become necessary and evolve into a literal nightmare. To make “manual matters” worse, training documentation is difficult to sort through and organize and reporting on training to executives is almost worthless since the data collected is rarely even close to being real-time data.

Scenario #2: Disparate Document Management Systems and Training Management Systems
In scenario #2 there is another company that has a document management system and a training system but they are disparate systems and have not been integrated. This results in a process gap since many of the training classes will be based on documentation changes and/or revisions. This results in training managers and documentation managers (or whomever hold these responsibilities) to conduct continual reviews of changing documentation and manually start the training process when a major documentation revision has taken place.

Scenario #3: Document Management Systems with Combined Training Functionality
Scenario #3 is a nicer scenario to contemplate. Company #3 has a document management system that has training system capabilities. Upon the approval of documentation changes that have been approved and identified as “training worthy” changes, related training courses will be released and emailed to employees automatically. The training functionality also allows training initiators to schedule applicable trainers, locations and trainees for each training course or series of training units and as trainees sign-up for courses via the online system trainees can see whether or not there are seats left in a given classroom location. The training functionality also automates training follow-ups, escalations, audit trails and the delivery of relevant training reports.

Conclusion
Why manage training classes manually or with a training management system when you can use one system that provides both document management and training management?

About the Author

Marci Crane is the Lifeline Publications Editor at MasterControl, Inc. in Salt Lake City, UT. For more information regarding document management systems that provide functionality to control the management of training classes, please feel free to contact a MasterControl representative.

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