How I became a Certified Document Information Controller.

I took the Documented Information Controller course with TUV Rheinland Certified Qualification runs by ROSEHALL Management Consultants, Inc., facilitated with the qualified tutor. I was given a chance and I was able to get a seat within the course on April 20th, 2021. This course finances and recommended by our company.

This course outlines everything about DIC System-related and although, it is often geared to know and understand the standard requirements for controlling documented information based on ISO Management System Standards. I still found it to be very beneficial. There are things that DICs are unable to do so. But overall, information both apply to establish and maintain Effective DIC System within an organization and develop needed competence requirements in becoming a Certified Document Information Controller.

I found that four days of webinars/training, forums, and worksheets helped me be more competent. The best part, I would have to say, was the webinars because I get to go through is to distinguish the difference between DOCUMENTS versus RECORD I might have learned a lot during that time. I also learned the process of how to establish and maintain a DIC-System. Pick apart each process, and importantly, execute it effectively. As our instructor would say, using the process, I should be able to manage the documentation effectively.

Listed here the 12th process on Documented Information Control System (DICS) I’ve learned on four days of virtual training:

1. CREATION – creating and updating documented information is the process of recording data in a defined and clear manner. In doing this, all the specifications must be outlined and identified for monitoring for future references. I documented it because it is necessary.

2. IDENTIFICATION – one way of identification of documented information is color coding, labeling, referencing, and file naming. A document must have also a name, qualifiers, catalog number, or other means of identification.

 When creating and updating documented information, the organization has decided and ensured that it is appropriately identified and described.

3. DEFINITIONS OF RESPONSIBILITIES – whoever the doer of the action can manage his records/document?

 Responsibilities and authorities need to be assigned by top management.

4. APPROVAL - the organization shall apply reviews and approval needed for the suitability and adequacy.

 In approving documents DIC provides evidence that approval has been secured and cleared before disseminating the documents/records to the copyholders.

5. VERSIONING – version control is a way of making sure you know which the current iteration of a document is. Must have version code appears on each page of the documents.

 Records are not to be altered

6. EFFECTIVITY AND RELEASE - release is the permission to proceed to the next stage of a process.

7. DISTRIBUTION – defining the availability and distribution of documents. Each document will be distributed and available to the relevant parties (roles or functions) of the appropriate point of use.

 Distribution Matrix is filled up by all copyholders served as evidence in distribution

8. STORAGE AND PROTECTION - secure storage manually or electronically.

 Paper-based ensure to use strong, tamper-proof filing cabinets with secure and fully working locks to keep all files safe from very easy access. Arrange for secure off-site confidential storage for the original paper copies into a labeled box file.

 Electronic-based ensure to have a backup copy stored in the server or OneDrive.

9. PERIODIC REVIEW - regularly reviewing important documents will help you in your revision process because you will know immediately if something needs to be revised.

 To ensure employees use the most current documents and follow accurate procedures.

 To boost preparedness for audits and inspections.

10. REVISION – a document revision control system is the spine of the organization's Quality Assurance Program.

 This system needs referencing in the future.

11. RETENTION – the organization must consider what records we kept. How long they are kept, how they are kept, and who has access to them.

 Identify active/inactive records

 Records are appraised to their value

 How long should certain records be kept and why keep records

 Interview the process owner of the records

12. DISPOSITION – withdrawal and disposal of obsolete procedures and outdated records can be much easier with electronic-based rather than paper-based.

 Electronic-based – a computer can be made to only look at the most recent procedure, and a program can be made to find and delete records by date when no longer needed.

 Paper-based – are harder to control, because you need to locate and replace or destroy the hard copy of the document or record.

Lesson Learned:

As someone who cares about the prosperity of an organization, I wanted to be able to apply and share the knowledge I acquired from the training programs to resolve real problems at the workplace. Unfortunately, transferring learning is easier said than done. Learning transfer is challenging because human beings are complex individuals and every person is different from the other.

But I do hope that this learning I’ve gained in the training will make the biggest impact on how to establish and maintain a Documented Information Control System effectively may it manual or electronic documents.

Examination Day:

I learned several strategies on how to ease my mind and reduce the fear that came along with sitting for this exam. Preparing for the DIC examination requires more than just studying for the exam not merely memorizing every detail. It’s an exam that requires attention in different aspects of the manual, preparing mentally and physically. The practical strategies provided in DIC provide a progressive approach towards the exam to be able to handle any type of question and scenario that is provided.

I learned that asking help from Heavenly father by guided me at all times, scrolling down again my manual, actually uttering the words with the belief “I HAVE PASSED” helped me to see myself clearer as the next Certified DIC and became more confident that God allows me to have this blessing.

RECOMMENDATION AND ADVICE:

I would love to recommend this course. To anyone that is preparing to sit for the DIC test, needs a very thorough review, a little extra understanding of the manual, and pay attention to what the tutor explaining.

DEDICATION:

Best wishes to aspiring DIC! Do not give up and keep studying it will pay off in the end.