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How Templates Make Your Business More Efficient

September 29, 2011
No matter what your business is, you probably use templates to help you make it more efficient. Template response letters and emails to frequent sales inquiries and drawing templates are just a few of the items that can help make your job easier by ensuring that you aren’t writing the same letter or creating the same basic components of a drawing every time.

If you use network drives and Windows File Folders to manage and control your templates, you’ll be facing many frustrations and challenges. Your employees will use stale templates that they downloaded to their desktop sometime last year. They’ll struggle with the assignment of unique document numbers when required. And because templates are an integral part of your quality system, the resulting mess will make quality audits a pain.

TINA ensures that only the latest version of a template is available for your employees to create important documents like drawings and reports. And you can throw away cumbersome document numbering spreadsheet registries – Tina automatically assigns unique next-in-sequence document numbers. Quality audits will be a snap!

Templates Help You Remember Steps

Your templates are an integral part of your Quality Management System and need to be properly managed and controlled. If you have something like a shop safety plan or a WHIMS procedure, a template for that plan or procedure can ensure that you don’t skip any vital steps.

Correspondence Templates

If you are in any kind of profession where you are dealing with the public, you likely have a topic that you write about frequently. For example, by using a Press Release template, you can save time and ensure consistency by capturing all repeatable aspects of a standard release in your template.

Drawing and Report Templates

If you are in architecture, engineering, interior design, or a similar profession, you create CAD drawings and technical reports on a regular basis. TINA lets you create a document from a template and will autofill the basic information such as title, unique number and date. You can then lock these items so that nobody can make a change to them without appropriate authorization.

Template Revision – Not Overwrite!

TINA automatically takes care of the revision process and automatically assigns the next in sequence revision number to a template that is being changed. Templates cannot be changed without permission and old templates can never by over written. TINA’s automated revision and version numbering system helps you see the change history of any template.

Finding a Template is Easier

TINA starts off with one item on the screen: a search bar. Simply type in a portion of the name of the template you are looking for, and it will pop up on the screen. No navigating through sub-folders to find the template that you are looking for anymore. TINA helps you find the files you need within seconds.

Quality Departments Can Take Complete Control

Templates are an important part of any Quality Management System and are typically ‘owned’ by the Quality Department. TINA’s embedded change management feature ensures that all template changes are managed and controlled by the right people within your organization.

While the benefits of using TINA as your document management software solution don’t just begin and end with templates, full control over template changes is an important reason why you should never rely solely on a Windows network drive file system. For a very low per user price, TINA puts all of your files on lockdown and ensures that they cannot be tampered with except by authorized personnel.