Touchstone

Communications
DOCUMENTATION

TEAM LEAD
TRAINING
LEADERSHIP DEVELOPMENT INITIATIVE
Documentation
 • Your perception of documentation
Summary • The word document and a brief
background of it
• Where is documenting applicable ?
• Why document ?
• What is good documenting and its
compliance ?
• Kinds of documents
• Benefits and advantages of
documentation
Icebreaker If you had the means, the
motive, the opportunity to
fulfill your deepest dreams
and desires, what would that
be (as briefly as possible)
?
Before we start What is your idea of
documentation ?
Before we start What is your idea of
documentation ?

• Is it boring ?
• Repetitive?
• Piles of paperwork ?
• Just filing things away ?
Rest assured
 • Latin documentum "example, proof,
About the word lesson,“ or Medieval Latin "official
document written instrument, authoritative
paper,"
• The concept of "document" has
been defined by Suzanne Briet
•The simplest possible definition
“A paper or set of papers with
written or printed information”
(Especially of an official type.)
Documentation
& record keepers
 Documentation is creating a set
Documentation: of documents on paper, or online, or
In the 21st on digital or analog media, such
as audio tape or CDs, DVDs, Cloud
century storage, Servers etc.
 By the way, so is your Drivers
A Brief history of Licence.
documenting –
your DL
 • Every profession on the planet.
Where is Lets name a few shall we ?
documentation • Engineering
applicable ? • Medicine
• Legal
• Manufacturing
• Government services
• BPO
• Policing
• Criminal Justice
• Health care Management
• Education sector
• IT
• Accounting
• Pharmaceutical
• Marketing
• Sales
• Training
• Finance
 • In your personal life, from cradle
Where is
documentation
applicable ?
 • to grave
Where is
documentation
applicable ?
 • Birth Certificate
Where is • Vaccination Certificate
• Form B
documentation • Pre-School Admission
• School Admission
applicable ? • Matriculation/O level passing certificate
• F.Sc/A Level passing certificate
• ID Card/Passport
• Driver’s License
• University Admission Letter
• Semester Progress Certificate
• Transcript
• Degree
• CV
• Job Appointment Letter
• Paychecks
• Promotion Certificate
• Retirement Certificate
• Death Certificate
Activity: Guess
who ?
Answer: Edward
Snowden
Forms in use at • Emails
• Appointment Approvals
Touchstone • Appreciations
• Project Assignments
• Termination Orders
• Promotion Orders
• Client Communication
• Client Contracts
 • Forms
Forms in use at • Coaching Form
Touchstone • Mentoring Form
• TNA Form
• Performance Tracking Form
• Counseling Form
• Undertakings
• Confidentiality Agreements
• Warning Letter
• Grievance Form
• Action Plan
• Performance Appraisal
Forms in use at
• Performance Appraisals
Touchstone
Forms in use at
• Electronic Documentation
Touchstone • Ticketing
• HRMS
• Headcount
• Leave Portal
• QMS Portal
 • Documentation records company
Why document? activities to ensure compliance,
record outliers and retain it for
future use
• Documentation is a great tool in
protecting against lawsuits and
complaints and minimizing risk.
What is good • Good Documentation is Up to
Date and updated frequently.
documentation ? • Good Documentation anticipates
failure and other scenarios and
includes the proactive steps to be
taken to avoid such scenarios
• Good Documentation does not
contain specific terms without
clear definitions.
Documentation • Identify what documents are
needed.
compliance • Determine who is responsible for
obtaining information.
• Ensure that all documentation
complies.
• Establish a document control
process.
• Establish review timelines.
Benefits Of • Improved security and
compliance.
Switching To An • Ability to keep files indexed.
Electronic Filing • Instant file retrieval.
• Disaster resistance.
System • Eliminate paper, save money.
Kinds of Academia:
Manuscript, thesis, paper,
commonly used and journal
documents Business:
Invoice, quote, RFP, proposal, contr
act, packing list, MSDS, bill of
lading (BOL), financial
statement, (NDA), (MNDA) and
user guide
Kinds of Government, law, and politics:
Application, brief, certificate, com
commonly used mission, constitutional
documents document, form, gazette, identity
document, license, manifesto, sum
mons, and white paper
Media:
Mock-up and script
Benefits of • Better organisation
• Enhanced Security.
documenting • Improved Regulatory Compliance.
• Easier Retrieval.
• Better Backup and Disaster
Recovery.
Benefits of • Business process improvement
can only be done with accurate
documenting process documentation
• Operational consistency can be
maintained by documenting,
auditing and enforcing processes.
• It helps in clearly outlining issues,
goals, recommendations, and
guidelines
Advantages of • Organizing information for
retrieval when needed.
record keeping • Protecting records that are
essential to mission-critical
business operations.
• Ensuring compliance with legal
and regulatory record
keeping requirements, thereby
avoiding costly fines or other
penalties.
Good • Good documentation practices
are also essential for attaining ISO-
documentation 9001 certification and other
practices industry-specific ISO certifications
specific to your industry
• Good documentation practices
(GDocP) aim to ensure globally-
accepted standards are met in
record-keeping and reporting
 Data accuracy
Good • Recorded accurately
documentation • Cross-checked for errors
• Not intentionally misleading
practices (prevents fraudulent entries, editable
entries)

Data integrity/validation
• Genuine, true data
• Validated and supported/witnessed;
vs. intentionally falsified
• Relevant to the reporting
requirement
• Not changeable after original
record-keeping entry (extensively
tracked changes)
 Reporting/record-keeping timeliness
Good • Information is recorded
documentation contemporaneously i.e. at the same
moment in time
practices • Real-time record keeping including
date stamps
• Prevents errors and editing of
original data
Legibility
• Clarity
• Legible (readable by anyone,
removing guesswork)
• Readily accessible
Identifiable
• Clear records that can identify the
person who actually records the data
Thank you !!
Questions ?