Your ISO 9001 quality manual, its revisions, and who holds a controlled copy.
AI QA Manual runs in your web browser. There is nothing to install and nothing
to keep updated — we host it, and your system is at your own address, which looks
like https://yourcompany.aiqa.oaksoft-trading.com. You will have been
sent that address along with a licence key.
Setting up takes about ten minutes. Do it in this order.
| You need | Why |
|---|---|
| Your address and sign-in details | Emailed to you when your system was created. |
| Your licence key | Starts with QMS1. — paste it in on first sign-in. |
| Your current quality manual | A Word or PDF file. It does not need tidying up first. |
| The list of people who hold a copy | Names, email addresses and job titles. |
Open your address and sign in with the details you were sent. Go to Details → Sign-in and set a password of your own. Changing it signs out every other session, which is what you want on day one.
Your licence key goes in on the first screen you see, under Licence — paste it in and press Apply key. Until that is done you can read and print, but not create anything new.
Still under Details: company name, the manual's title, its document number, your scope statement, and who approves the manual. These print on the cover of every copy, so they are worth getting right before anything is issued.
Go to Import a manual and upload your current one — Word
(.docx) or PDF. It is read and split by ISO clause: section 4.1 of your
manual lands under 4.1 here, and so on.
You then see exactly what was found, clause by clause, before anything is saved. Untick anything you do not want. Anything that matched no clause — a cover page, an appendix — is listed separately so you can place it or leave it out. Nothing is written until you press Save into the draft.
Under Manual contents, work down the clause list on the left. A green dot means something is written, a hollow circle means nothing is. Fix anything the import got wrong, and mark any clause that genuinely does not apply to you — the system will ask you to say why, because the standard only allows an exclusion that is justified.
When it reads correctly, press Issue Revision 1. That freezes it. From then on the text cannot be edited: to change anything you start Revision 2, which copies the text forward for you to amend.
Under Controlled copies, add each person who holds a numbered copy: name, email, role and site. They are given the next copy number, which stays theirs.
Then press Issue beside each one. Their copy opens in a new tab — save it as a PDF — and an email is prepared for you to send, explaining that they should destroy the earlier revision and not forward the copy.
| Controlled | Uncontrolled | |
|---|---|---|
| Who may have one | Only people on your register | Anyone — customers, prospects, auditors |
| What it says | Copy number and the holder's name on every page | Diagonal watermark, and the date it was printed |
| When it changes | You reissue it at every revision | Never — it is valid on the day it was printed only |
| Recorded | Who got which revision, and when | The print is logged, the recipient is not |
The contents of the two are identical. The difference is entirely about whether anyone is obliged to keep it up to date.
Only the people who maintain the manual — typically the quality manager and one or two others. Everyone who merely receives a copy is on the copy holder register instead, and never signs in. Your licence limits logins, not copy holders.
Yes, at any time, and it is yours. Ask and you will be sent your complete manual and registers in an open format.
Only when supporting you, and every access is recorded in your own activity log. See the data processing agreement for what that means in writing.
No, and nothing can. Certification is issued by an accredited certification body after their own audit. This keeps the manual, the revisions and the distribution register in the order that audit expects.