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Archetype integrates easily into Quality Control Systems and may allow your quality control procedures to be simplified. Simply by using Archetype you will be adhering to good QA principles and practice without having separate forms, checklists, procedures, etc.
Quality Assurance:
Quality Assurance is a commitment by all staff to work together to produce the best possible service for their clients. A Quality System is a management system that, through documented processes, monitoring, checks and reviews, enables an office to work efficiently and cost effectively by improving administrative efficiency and thus better meeting their clients needs and expectations.
Operating a Quality Control System:
In most cases, a Quality Assurance System will consist of documented procedures relating to the work processes. Staff will be trained in these procedures and must be able to demonstrate that they understand and follow them. The Quality system will be monitored and tested periodically to ensure conformity with the procedures. Systems must be in place for monitoring the procedures so that failures are identified, non conformity is recorded and the procedures can be revised and improved where necessary.
This often involves a series of forms and check lists which are used to record that activities have been completed in accordance with the documented procedures.
-
For example, a procedure for managing incoming mail may include steps
relating to: -
Opening and recording the mail and allocating project and file references to it
Distributing the mail (e.g. a partner gets first sight and then it is moved to someone’s in tray)
Possible circulation of the mail (e.g. other members of staff need to read it)
Filing of mail (e.g. the structure of the filing system)
Procedure for removing mail from the file and refilling it.
Each of these steps could be broken down into smaller steps to define where, how and when these activities occur and may involve forms to record various steps (e.g. list of daily incoming mail).
Devising a Quality System can require many man hours of work and may ultimately give all staff additional work. That is, the Quality System itself increases the work load in operating and maintaining it. Staff need to be trained in its use and new staff need to be familiarised with the procedures before they can work.
However, if you use Archetype the above outline procedure for handling incoming mail could be simplified to 'Use Archetype'. Simply by using Archetype you will be following procedures. Staff can focus on doing the work and let Archetype handle all the QA issues such as filing, retrieval, audit trails, etc.
Reasons for operating a Quality System: -
The need for operating a Quality System is lead by: -
The benefits that may accrue from operating a Quality System are: -
Thomas James
Copyright © 2006