Pilot projects

toupieGED

Document management built on officepress

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Videos by function

20 videos: the overview, then one per function

1 / 20

Overview

toupieGED in three minutes

  1. 2:57Playing Overview toupieGED in three minutes
  2. 0:56Playing Approval workflow Launch an approval
  3. 1:13Playing Approval workflow Signatures in order
  4. 1:00Playing Approval workflow Final approval
  5. 1:31Playing Review Three reviewers, in parallel
  6. 0:56Playing Workflow tracking Follow every workflow
  7. 0:55Playing Traceability The history of a document
  8. 1:06Playing Delegation Hand over a pending step
  9. 1:17Playing Delegation Standing and selective delegation
  10. 1:16Playing Controlled copies The print layout, on the draft
  11. 1:07Playing Controlled copies Issue a numbered copy
  12. 0:51Playing Controlled copies Check a copy
  13. 0:53Playing Controlled copies Recall a copy
  14. 1:15Playing Read and understood Everyone concerned reads the new version
  15. 1:29Playing Training Training on the job
  16. 1:11Playing Knowledge management Who must know which procedure
  17. 1:22Playing Messaging Talk about a document
  18. 1:04Playing Library and search Find the right version, fast
  19. 1:00Playing Audit trail Every action on record
  20. 1:07Playing Retirement and archive Withdraw a procedure

At a glance

/01

Library

Filed by area, type and code; search inside the version in force.

/02

Approval workflows

Review and approval in the order you set, with due dates and delegation.

/03

Electronic signatures

Decisions signed with a password, kept in a tamper-evident audit trail.

/04

Controlled copies

Numbered prints with stamp and datamatrix, tracked until recalled.

/05

Training

Read-and-understood and on-the-job training, recorded and signed.

/06

Lifecycle

Drafts, effective dates, superseded and retired versions, all kept.

Screens

Scroll sideways · click to enlarge
Library by area and type — The taxonomy map: areas, types and subtypes with their document counts. Every document code is built from it.
Library by area and type
Virtual folders and filters — A virtual folder filtered to effective documents, in table view with code, status, version and author.
Virtual folders and filters
Full-text search — A content search finds "VHP" inside Word and Visio files and highlights each hit.
Full-text search
Automatic document code — Area, type and subtype give the next code; tags and site and equipment fields are added.
Automatic document code
Word file as PDF — A Word protocol converted to PDF on upload, with its DRAFT band and watermark.
Word file as PDF
Approval workflow — Each RACI step offers only the people who hold its role; QA is the final approver.
Approval workflow
Electronic signature — The approver re-enters her password; signer, meaning, role, code and version are stated.
Electronic signature
Status history — Version 2.0 approved and effective, version 1.0 superseded, with every earlier state.
Status history
Retired document — After the approved retirement the SOP is read-only in the archive, with a RETIRED band.
Retired document
Stamp and datamatrix — Print preview with identification band, a CONTROLLED COPY stamp and a signed datamatrix.
Stamp and datamatrix
Controlled copies register — Every numbered paper copy with issuer, reason and state: in circulation, in recall, recalled or lost.
Controlled copies register
Access by area — An operator sees Production, QA and HSE, and only the monitoring records of Quality Control.
Access by area
All functionsThe complete list, by area

Library and access

  • Documents filed by area, type and subtype, with an automatic code (for example PRD-SOP-STE-00039) and metadata fields per area.
  • Virtual folders, tags, favourites and status filters; card or table view; retired documents in a read-only archive.
  • Search by code or name, and full-text search inside the files with highlighted hits.
  • Access rights by profile and by area or subtype: lists and search show only the documents each person may see.

Upload and lifecycle

  • Word, Excel, PowerPoint and Visio files previewed as PDF on upload, converted on the server by officepress. The original file stays the record.
  • Review, approval and retirement workflows built from RACI matrices of roles.
  • Electronic signature with password re-entry for every decision; a rejection requires a comment.
  • Status lifecycle from draft to effective, superseded and retired, with a timeline of every status change.

Stamps and controlled copies

  • Identification band, status watermark and copy mark on every PDF; stamp marks (controlled copy, superseded, obsolete…) and a signed datamatrix placed on the page.
  • Numbered controlled copies, printed and never handed out as a file.
  • Register of copies: in circulation, in recall, recalled or lost. A scanned code is checked against it.

Traceability and training

  • Hash-chained audit trail of every action, with a chain check and export to CSV, XLSX, ODS, PDF and JSON.
  • Mandatory reading with e-signed acknowledgement, on-the-job training certified by a trainer, completion reports.
  • Several databases in one server (production, training); interface in English, French, German and Italian.
toupieGED and ISO 9001:2026Clause by clause: the functions that support the standard

ISO 9001 certifies a quality management system, not software. The table shows which toupieGED functions support the requirements of ISO 9001:2026 on documented information. The requirements are summarised in our words; the standard is the reference.

ClauseRequirement (summary)toupieGED
7.5.1The system includes the documented information required by the standard and by the organisation.One library for policies, procedures, instructions, forms, plans and records, filed by area, type and subtype.
7.5.2 a)Documents are identified and described: title, date, author, reference.Automatic code, title, version, author, effective date and metadata fields; an identification band on every PDF.
7.5.2 b)Suitable format and media.The original file is kept (Word, Excel, PowerPoint, Visio, PDF) with a PDF rendition for reading.
7.5.2 c)Review and approval for suitability and adequacy.Review and approval workflows from RACI matrices; electronic signature with password re-entry.
7.5.3.1 a)Available and suitable for use, where and when needed.The version in force is served and printed; drafts are visible only to their authors, approvers and administrators. Search by code, name and content.
7.5.3.1 b)Adequately protected: confidentiality, improper use, loss of integrity.Access rights by profile and by area; SHA-256 fingerprint of each original; hash-chained audit trail.
7.5.3.2 a)Distribution, access, retrieval and use.Distribution lists, mandatory reading with acknowledgement, numbered controlled copies and their register.
7.5.3.2 b)Storage and preservation, including legibility.Original files and PDF renditions stored together; retired documents kept read-only in the archive.
7.5.3.2 c)Control of changes, for example version control.Drafts 0.x, approved versions 1.0, 2.0…; the version in force stays served until its successor is approved, then it is marked superseded. Versions compared side by side.
7.5.3.2 d)Retention and disposition.Retirement workflow; retired and superseded versions are kept with their history.
7.5.3.2Documented information of external origin is identified and controlled.Filed, coded and versioned in the library like internal documents.
7.5.3.2Documented information kept as evidence is protected from unintended alteration.Approved versions are locked; every signature and action is recorded in the audit trail, with a chain check.
7.2Evidence of competence.Training records: reading acknowledgements, on-the-job training certified by a trainer, completion report per person.
7.3Awareness, including quality culture and ethical behaviour.Mandatory reading of policies and procedures, with refresher periods and e-signed acknowledgement.

Interested in toupieGED?

toupieGED is available for pilot projects. Contact us for a presentation or a trial installation.

Contact us for enquiries