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FAQ/User Guide
1. Getting Started: Basic Tutorial 1 - Companies, Projects, Folders & Documents
2. Getting Started: Basic Tutorial 2 - User Accounts, Access Rights & Roles
What is the recommended way to use HQ Control most effectively?
We recommend designating a "Document Controller" at every Contract site who will be responsible for the filing and uploading of documents onto the system. Below is a diagram outlining the process in more detail.
GUIDELINES
1. All documents to be given to the Document Controller at the respective sites/projects for UPLOADING into the HQ Control system FIRST THING EVERY DAY before distributing PHOTOCOPIES to the respective staff for further action.
2. Originals are NOT TO BE DISTRIBUTED but to be archived in a Master File ( in the same chronological order as the files archived in the HQ Control System). Only photocopies are to be used thereafter for all further action. This way the possibility of any originals going missing is very much minimized.
3. Originals to be filed in the Master Files MUST BE CLEAN COPIES without any annotations or marks and as such the “Action Chop” are to be stamped only on photocopies. The reason behind this is Originals are tendered as evidence in any court/arbitration action and therefore it might be detrimental to the company if such copies contains handwritten remarks by our staff.
4. The Master Files containing the originals are to be labeled in months/time period. i.e. August 2009 or 11th July 2009 to 15th August 2009 (as the case may be).
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