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Document Management

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DJS Consulting provides an online document management system called PBSdocs that allows clients to securely store, track, and retrieve compliance documents for petroleum bulk storage locations. The system profiles required documents for each location, notifies responsible parties of expiring or missing documents, and provides compliance reports to support management oversight. Additional compliance services are also available to complement the online document management platform.

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Daniel Spandau Press ANY key DJS Consulting, Inc. The Center for Compliance Focus for more information (561) 239-0090 info@PBSdocs.com Compliance Document Management Simple Inexpensive .. Effective ..
Petroleum Bulk Storage Documents www.PBSdocs.com Document Management identification, profiling, storage, retrieval, viewing, downloading, emailing and printing Secure Web Storage 24/7 Viewing & Retrieval Status and Reporting Automatic Notification Update Service DJS Consulting, Inc. - The Center for Compliance Focus Daniel Spandau (561) 239-0090
www.PBSdocs.com Home Page Log In
Client Customized Page Client Login brings you to your Company Page Only locations assigned to Login are accessible From here you retrieve the files associate with a location
Location Profile Document Required Each location has a unique Profile The Profile is a list of required documents based on Federal, State and Local regulations Each document has an Expiration or Renewal period and a Responsible Party assigned
Location Profile Each location has a unique Profile Identifies each Document required for that location How document is evaluated (on expiration or on issuance) Time Interval How long before notification is generated Who are the Responsible Party/s for this document Number and frequency of these document Active Status send or dont send reports
Document Freshness Each Document is checked for Freshness Based on the information in the Profile, each file is analyzed Files can be: Current file meets Profile requirements Near Expiration file needs attention Expired file is out of compliance Historical file is required but does not expire
Document Notification Based on the information in the Profile, the assigned Responsible Party/s are emailed for any file that are: Near Expiration file needs attention Expired file is out of compliance Missing document not uploaded File status remains until a new document is received
Document Retrieval Document are retrieved by clicking on the file link in the Download column This will open a new window The document can be: Saved Printed Emailed
Missing Documents Missing Document Tab lists all required documents listed in the Profile and that are missing. Notifications are sent out to the Responsible Parties to send the documents Once the document is received and uploaded, it is removed from the Missing Document Tab
Compliance Reports Management Summary Email notification that documents need attention. Detailed information is available Summary Management Reports Select Reports: Compliance View Details
Compliance Reports Regional Summary Management report summaries are emailed based on a predetermined frequency. Each manager receives a personalized link to report data. Senior manager can look at all items Local sales manager has limited view All Reports are designed as Drill Down you only see the level of detail that is important to you, with all the other details at your fingertips.
Compliance Reports Responsible Party Summary Reports can be viewed by: Company Region Territory Location Responsible Party Allows management to see open items based on responsiveness of compliance staff whether internal or external service providers
Compliance Reports Location Detail Location Detail Detailed listing of all documents that are Near Expiration or Expired and who are the Responsible Parties Useful during a site review, or if a manager needs specific compliance detail on a location
Calendar Important Dates Calendar events, keeping users informed of up and coming important dates Regulatory Deadlines Trade Shows Task Reminders Training Seminars Company Events
Calendar Event Detail Click on a date see the detail
Manuals, Forms, Logs and Links Full text documents that are instantly available MSDS Operating Manual Procedures Inventory Reconciliations Web links of useful information
Implementation Components for Document Management Client Portal Setup (one time fee) On-going Monthly Maintenance Fee (based on # of Locations) Document Tracking of Profile Requirements Notifications Upload New Documents Upload Logs, Forms, Manuals and create links Management Reports Security & User Information Maintenance Web Storage, File Backup and Bandwidth Allotment
Complementary Services Compliance Management Plan Strategic Planning and Implementation Database Development Data Usage to Enhance Productivity Develop SOPs, Procedure Manuals, Forms and Log Federal and State Regulatory Update Services Federal and State Regulatory Assistance Compliance Training Programs Management, Dealer and Contractor Environmental Compliance Audits Design, Implementation and Tracking 3rd Party Audit Validation Compliance Status Reports Trend Analysis
Daniel Spandau DJS Consulting, Inc. The Center for Compliance Focus (561) 239-0090 info@PBSdocs.com Compliance Document Management Simple Inexpensive .. Effective ..

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Document Management

  • 1. Daniel Spandau Press ANY key DJS Consulting, Inc. The Center for Compliance Focus for more information (561) 239-0090 info@PBSdocs.com Compliance Document Management Simple Inexpensive .. Effective ..
  • 2. Petroleum Bulk Storage Documents www.PBSdocs.com Document Management identification, profiling, storage, retrieval, viewing, downloading, emailing and printing Secure Web Storage 24/7 Viewing & Retrieval Status and Reporting Automatic Notification Update Service DJS Consulting, Inc. - The Center for Compliance Focus Daniel Spandau (561) 239-0090
  • 4. Client Customized Page Client Login brings you to your Company Page Only locations assigned to Login are accessible From here you retrieve the files associate with a location
  • 5. Location Profile Document Required Each location has a unique Profile The Profile is a list of required documents based on Federal, State and Local regulations Each document has an Expiration or Renewal period and a Responsible Party assigned
  • 6. Location Profile Each location has a unique Profile Identifies each Document required for that location How document is evaluated (on expiration or on issuance) Time Interval How long before notification is generated Who are the Responsible Party/s for this document Number and frequency of these document Active Status send or dont send reports
  • 7. Document Freshness Each Document is checked for Freshness Based on the information in the Profile, each file is analyzed Files can be: Current file meets Profile requirements Near Expiration file needs attention Expired file is out of compliance Historical file is required but does not expire
  • 8. Document Notification Based on the information in the Profile, the assigned Responsible Party/s are emailed for any file that are: Near Expiration file needs attention Expired file is out of compliance Missing document not uploaded File status remains until a new document is received
  • 9. Document Retrieval Document are retrieved by clicking on the file link in the Download column This will open a new window The document can be: Saved Printed Emailed
  • 10. Missing Documents Missing Document Tab lists all required documents listed in the Profile and that are missing. Notifications are sent out to the Responsible Parties to send the documents Once the document is received and uploaded, it is removed from the Missing Document Tab
  • 11. Compliance Reports Management Summary Email notification that documents need attention. Detailed information is available Summary Management Reports Select Reports: Compliance View Details
  • 12. Compliance Reports Regional Summary Management report summaries are emailed based on a predetermined frequency. Each manager receives a personalized link to report data. Senior manager can look at all items Local sales manager has limited view All Reports are designed as Drill Down you only see the level of detail that is important to you, with all the other details at your fingertips.
  • 13. Compliance Reports Responsible Party Summary Reports can be viewed by: Company Region Territory Location Responsible Party Allows management to see open items based on responsiveness of compliance staff whether internal or external service providers
  • 14. Compliance Reports Location Detail Location Detail Detailed listing of all documents that are Near Expiration or Expired and who are the Responsible Parties Useful during a site review, or if a manager needs specific compliance detail on a location
  • 15. Calendar Important Dates Calendar events, keeping users informed of up and coming important dates Regulatory Deadlines Trade Shows Task Reminders Training Seminars Company Events
  • 16. Calendar Event Detail Click on a date see the detail
  • 17. Manuals, Forms, Logs and Links Full text documents that are instantly available MSDS Operating Manual Procedures Inventory Reconciliations Web links of useful information
  • 18. Implementation Components for Document Management Client Portal Setup (one time fee) On-going Monthly Maintenance Fee (based on # of Locations) Document Tracking of Profile Requirements Notifications Upload New Documents Upload Logs, Forms, Manuals and create links Management Reports Security & User Information Maintenance Web Storage, File Backup and Bandwidth Allotment
  • 19. Complementary Services Compliance Management Plan Strategic Planning and Implementation Database Development Data Usage to Enhance Productivity Develop SOPs, Procedure Manuals, Forms and Log Federal and State Regulatory Update Services Federal and State Regulatory Assistance Compliance Training Programs Management, Dealer and Contractor Environmental Compliance Audits Design, Implementation and Tracking 3rd Party Audit Validation Compliance Status Reports Trend Analysis
  • 20. Daniel Spandau DJS Consulting, Inc. The Center for Compliance Focus (561) 239-0090 info@PBSdocs.com Compliance Document Management Simple Inexpensive .. Effective ..