FAQ

General

A:Some common problems faced by traditional way of ISO Documentation is difficult to keep track update & change, document distribution not up to date, miscommunications, Many tedious steps, human errors, larger storage space required, limited copies for reference, difficult to cross refer with other department, loosely control, misplacing documents and etc.
A: There is no limitation of NIIX ISO DMS that would impact its usage or benefits.
A: Steps to digitlise your physical documents are as follows:
  1. In the Management Review Meeting, you must state the effective date when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in the ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via NIIX ISO DMS.
  2. Prepare all the latest version documents in softcopy for each department, identify who is the Creator, Reviewer, Approver for each document.
  3. Create department list and user list in the NIIX Portal. Identify the role/ user security level of each user. Provide the NIIX ISO DMS and User login details to all employees.
  4. Upload the documents to the NIIX ISO DMS for each department. If all the latest document have been approved during the hardcopy version, then for the NIIX ISO DMS implementation transition process, you can have Two options:
    • Option 1: Process Owner (Document Owner) to upload their own department document. Review and Approved by related Reviewer and Approver.
    • Option 2: Document Controller assist to Upload, Review, Approve all document of all departments using related document owner, reviewer, approver login ID.
  5. Notify all employees effective when and when, all ISO documents such as Manual, Procedure, etc shall be viewed in NIIX ISO DMS.

A: It is up to your company to decide. - Best practice is for the Process Owner (Document Owner) to upload their own department documents. Reviewed and Approved by related Reviewer and Approver.

However, some of our clients allows the Document Controller to Upload document using related document owner login ID and send to related reviewer and approver. Each Reviewer and Approver will review and approve their own document.

A: - All the old version of the documents can be remain in hardcopy or Softcopy form for reference purposes. You only need to upload the latest version document into NIIX ISO DMS.

In the management review meeting, you must state that effective date when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via NIIX ISO DMS.

A: It is not necessary. You can state in your Document Control Procedure that the manual, procedure, etc will be managed, reviewed, approved and viewed in the NIIX ISO DMS.

A: All the previous version documents can be saved in Softcopy or hardcopy version for reference purposes. You only need to upload the latest version document into NIIX ISO DMS.

In the Management Review Meeting, must state that effective when (specific date), all ISO document such as Manual, Procedure, Work Instruction, etc will be managed in NIIX ISO Document Management System which the revision number will begin with Revision 1. Update the Document Control procedure accordingly to reflect the document control via NIIX ISO DMS.

A: By using the NIIX ISO DMS, all the documents will start with revision 1. You shall update the Document Control Procedure accordingly to reflect the control of documents using NIIX ISO DMS.
A: The best practice is to manage the documents in NIIX ISO DMS and let all the related employees to view the documents through NIIX ISO DMS.
A: Document Controller (DC) can be assigned as NIIX ISO DMS administrator to assist Management Representative to assign related system access rights (security level) to other Users.
A: The available language is English, Malay and Thai. However it can be customized to your local language if necessary.
A: No. You can let either QMR or Document Controller to be System Administrator for NIIX ISO DMS. This will be the key person to create Department and User and assign the related user access rights to each user.
A: Document Creator/ Reviewer/ Approver is not supposed to share the ID. You may let Regular user who only needs to view the document to share the ID though the same ID cannot be used at the same time. However the best practice is each user to have their own ID thus they can login to the system at anytime.
A: NIIX is the brand name of the software. Where "N" represents the number of collaborators and processes. *The double “I” represents people, task and processes are interrelated within the organization which promote efficiency, effectiveness and productivity. *“X” means breaking through barriers with future-oriented mindset, forward-going growth and continuous improvement.
A: Among the features of NIIX ISO DMS are:
  1. User security and access control
  2. Creation, review and approval of document with automated workflow
  3. Easy access to supporting document and cross reference document
  4. Master list with document category
  5. Caters for multiple ISO Standards and digital audit
  6. Automated versioning and archiving of obsolete documents
  7. Task reminders, announcements, updates and summary
  8. Real time tracking for document change and all user activity
A: Yes, NIIX ISO DMS can be implemented at multiple subsidiaries of the same organization.
A: Yes, NIIX ISO DMS is suitable to be implemented at organization that is in the process to obtain ISO certification, and also for company that has already been certified to ISO certification.

A: Yes, NIIX ISO DMS is web based system that you can access from any where and anytime with valid login ID and password.

If the NIIX ISO DMS is installed at your own server on premise, you need to enable the server to be access externally by your IT person.

If you are subscribing to our cloud server package, then no further setting is required in order for you to access NIIX ISO DMS from any where and anytime.

A: It enables the employees to create, review, approve, access and view the related ISO document like Manual, Procedure, Work Instruction, Job Description, Form through online. The document revision number, document master list will be automatically updated upon document approval.

It helps in reducing time spent on document management. Users can access to the related document whenever necessary and this will improve their knowledge on the company procedures, work instruction and further improve the effectiveness and efficiency of the business operation.

It also enables employees to focus on other important matters instead of spending time on managing the document.

A: NIIX has thousands on clients covering big corporate, small and medium enterprises, public sectors of various industries worldwide. Among them include Amphenol, Victor Buyck,, Medipro, Shin Etsu, Hokuden, Cosmopolyurethene, DKSH, Operon, Shinko, George Kent, Johor Port, Human Resource Development Fund, Malaysian Highway Authority, National Institute of Occupational Safety and Health, Inland Revenue Board Of Malaysia, etc.
A: We offer a flexible subscription package and purchased package. Click here https://niix.com/v2/public/ms/pricing/cloudprice to know more about our pricing structure.
A: It depends on the requirements of customization.
A: NIIX is committed to ensure client fully understand the functionality of NIIX ISO DMS, clarify any questions client may have on the NIIX ISO DMS and help client make decision whether NIIX ISO DMS is the right system for them. NIIX also committed to ensure excellent after sales service and ensure client to have successfull implementation. NIIX also have dedicated Support Team to assist client through the Online Support System.
A: NIIX provides detailed User Manual within the NIIX ISO DMS and also comprehensive video tutorial in YouTube.
A: The free trial of NIIX ISO DMS is available at http://niix2u.com:8080/niixportal/login.

A: NIIX ISO DMS is best used for ISO documentation management make it easy for ISO document audit. However it is not a system to use for managing Corrective Action Request.

A separate system named NIIX Quality Improvement System is used for ISO Audit which can cater for Corrective Action, Preventive Action, Management Review Meeting, Supplier Corrective Action request, Continual Improvement, etc.

A: This is the charges for related system settings and configurations.
A: Yes, user can be assigned according to Department and User Access security level.
A: NIIX ISO DMS is very user friendly and it also providesa very detailed User Manual and User Tutorial video clips. Users will be able to use the system after learning from the tutorial video.
A: No, it is not an Accounting System. NIIX ISO DMS is used for managing your related ISO Documentation include ISO procedure related to Account Department.
A: It depends on Management's strategic decision to either invest in Capital Expenditure (purchase) under Operating Expense (subscribe). However, the start up cost for the subscription package is much lower compared to the Purchased Package.
A: The norm is to start from Form, Job Description, Work Instruction, Procedur and Quality Manual. Then you can link the Form to related Procedure/ Work Instruction accordingly when creating Procedure/ Work Instruction. Etc.
A: The Auditor can login to the ISO DMS to audit the document (manual, procedure, etc) for document change record, document review date, approval date, document history, etc. All the record and report can be easily generated within few clicks by authorized users.
A: Yes, there is a disclaimer at the footnote of the printed document which states “Printed copy is not valid for usage unless signed and / or stamped" to avoid misuse of the printed documents.