Scheduling a document for Review or Reviewing a document for Approval?
The word "Review" is used in both a document review record and for the document approval process. This can sometimes cause confusion.
This article discusses the difference between the two similarly named "Document Review".
Scheduled Document - Review
A document review record is created when a document is scheduled in the documents module or when created by adding a Document Review in the Management Review module.
Finding a document scheduled for review
A document review record is used to audit documents on a scheduled basis to ensure they are up to date.
Example: Once a year all documents regarding SOPs on the R&D line of a factory needs to be audited to ensure that all documents are current. By scheduling a Document Review Process, the R&D department will receive an email notification when they must complete the Document Review Record. The findings from the audit are then logged in the Management Review module as a Document Review record.
Reviewing a document as part of the Approval Process.
When accessing documents from the Master Data module a user can add new documents to the system. When creating these documents a user must add an Approval Workflow (above). In this Approval Workflow, a user has to add an Approver of the document and they can also add a Reviewer of the document. After the document has been saved, the document reviewer will be greeted with the screen below when they view the document.
Here, reviewing a document is the process of accepting or rejecting changes that are made to the document by another user.
Example: R&D acquire a new piece of equipment but it needs to be insured, therefore their insurance policy document needs to be edited to include this piece of equipment. The changes are made to the policy and a new version is uploaded to the documents module. This triggers the Document Approval process
When to use
Example: R&D acquire a new piece of equipment but it needs to be insured, therefore their insurance policy document needs to be edited to include all information on the piece of equipment.
Document Review: Each year a technician must audit the insurance policy to ensure that all factory equipment has been accounted for and is of sufficient value
Review of Document for Approval: When the above review is done and it is determined that a change is needed to the policy, the responsible person makes a new documents and uploads it to the document record in Master Data. This triggers the Review for the approval of the document.
* Note that the document approveS process can be interchanged with the document review process