Rank: Forum user 
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Hello there, Ive recently secured a job in which I am an advisor of OHS, my main task at the moment is to use MS sharepoint 2007 to upload documents to the sharepoint and to digitise the safety documents so that the system is the same over the 5 different ports that we work at in the UK.
The thing is, I have the experience of using share point as an archiving system however, I was wondering if there were any tips or advice that you folks could give me to creating this system. E.g. anything that you found was beneficial when you were transfering your safety method statements and risk assessment docs to a digital format.
Any help would be much appreciated, thank you very much.
Craig
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Rank: Super forum user 
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Speirsy,
I've not used the system you talk of but about five years ago at another company with the help of the IT dept we set up an icon to sit on everyone desktop so they could all access safety related documents thus leaving me to progress other things. Once th logo was clicked on you chose which area you wanted - quality, safety & health, enviro or legal (ACoPs) looked through a list then clicked on the link for a pdf. All the pdfs were printable with a note at the bottom 'If printed then this document is UNCONTROLLED'. That way anything on screen you kept up to date and the intranet kept everyone informed should they remember to read there first.
Badger
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Rank: Forum user 
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Same here, all our H&S, Environment and Quality documents are controlled and available to read/download or print from our intranet system. Works very well as the system also knows who looked at what and when.
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Rank: Super forum user 
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Speirsy
I did something similar at a previous company. If you are ISO 9001 or ISO 14001 accredited have a word with your QA Dept about the requirements of the standard(s) as regards document control and make sure you fulfill them.
This includes things like - keeping superseded versions for reference (The SharePoint version option is great for this) and being very clear what has changed between one version and the next (I used to do changes in a different colour font and italics for clarity and record what had changed in the "comments" box when I uploade the new version)
Badger's idea of having an "Uncontrolled" footer in the document is a very good idea. I used to also have headers that gave the document number, date of issue and version.
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Rank: Super forum user
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Rank: Forum user
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This is smashing feedback all, thank you, yes, port safety at the moment. Bit of a learning curve but, hey so is life. =) thanks all for the feedback, I think the Uncontrolled Doc is a smashing idea too.
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