VITOVA Professional Seminar on Electronic Document Management

Vitova (previous named Asia Corporate Information Ltd before 2000) had joined IncuTech program in Hong Kong Science and Technology Park (HKSTP) since 1997. They graduated from the incubation program in May 2000. In 2013, Vitova became a subsidiary of Computer and Technologies Holdings Limited (SEHK:00046). Moreover, Vitova adopted HKSTPC electronic Document Management System (eDMS) model to improve their product for later version. I was honor to be invited as guest speaker to share this success story which showed how HKSTPC incubate Start-up Company to be a listed company subsidiary and also explained how ISO 9001 certification experience in HKSTPC to assist their product improvement on 12th December 2013.

Before the seminar, Iris Lin (Sales Manager, Vitova) and I took a photo for memory.

My presentation topic named "Introduction ISO Principles and Journey of HKSTP - How to design and implement an Electronic Document Management System (eDMS) Successfully".

This success story is summarized below.

Hong Kong Science and Technology Parks Corporation (HKSTPC) has employed Vitova's product named “VitalDoc 4.6” since 2006. However, we observed that it was implemented not effective and efficiency enough if no management system to be implemented together. In 2008, HKSTPC decided to adopt ISO 9001 Quality Management System for the whole corporation and the project entitled “Corp ISO”. We employed Vitova to tail-made their product for our eDMS requirement with different Work Flows, so as to fulfill document control requirements which stated in ISO 9001 as follows.
i) Documents are reviewed and approved prior to issue; and re-approved if updated.
ii) Unique identification of document and its versions
iii) Relevant versions of applicable documents are available at points of use.
iv) Documents distribution should be controlled (e.g. alert email capture and user acknowledge).
v) The obsolete documents should be prevented for the unintended use.

After the modification of work flows in eDMS, we achieved different certifications included ISO 9001, OHSAS 18001, ISO 14001, ISO/IEC 27001 and accreditations such as ISO/IEC 17025 (for HOKLAS and CNAS). Eventually, Vitova recognized this business competitive edge and adopted our eDMS model. This case demonstrated HKSTPC employed the quality management principle named “Mutual Beneficial Supplier Relationships”.

After that Ms. Iris Lin introduced the history of her company and some new products. She briefed records management included classifying, storing, securing and destruction of records. She also gave some tips to implement records management which were People, Process and System. As well as engineer who demonstrate the product.

At the end, Mr. Steve Yeung (Vice President) presented a souvenir to me.

Reference:
HKSTP - Incubation Programme - http://www.hkstp.org/en-US/Services-Programmes/Incubation-Programme/Overview.aspx#.Uqs6IvQW1NE
Vitova - http://www.vitova.com/