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ISO 22000:2005 Clause 4.2.2 Control of Documents

control of documents

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#1 teyassi

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Posted 04 July 2017 - 05:59 AM

Hi! During our Stage 1 re-certification audit, we had a finding regarding issuance and identification of approved controlled form. Auditor wanted to clarify that everyone will be aware that the current form they are using is the approved and updated one. What corrective action can you suggest on this one? Thank you so much!

 

 

Reference:

 

4.2.2 Control of Documents

d.) to ensure that changes and the current revision status of documents are identified.

 

 

 

Best Regards,

Althea 


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#2 MDT Tan

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Posted 04 July 2017 - 10:36 AM

Hi Althea!

 

 

You can do dissemination for the newly-revised/current updated form to all related departments via company E-mail.

The E-mail should include:

> document code

> document title

> version number

> effectivity date

> status - if "new form" or "revised form"

 

and attachment in pdf format of the new form.


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#3 Caglar

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Posted 04 July 2017 - 02:39 PM

Did you get this non-conformance 

a) because the changes were not identified in your document? or

b) the document in use was not the most recent version?

 

If a) then you need to identify the changes: for example you can add a revision history at the bottom of the document, each time there is an update you register them there. Or you can highlight the changes (and define it in your procedure that latest updates are highlighted).  

 

if b) then what "MDT Tan" said. You might want to consider implementing a procedure: sending emails for every update on the FSMS so that everyone is aware each time there is an update. 

 

Hope this helps.


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#4 Tony-C

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Posted 06 July 2017 - 01:08 PM

Hi Althea,

 

It seems to me a simple register will suffice with the 'owner' of the form signing to accept receipt of the new version of the form. They should be resposnsible for briefing all relevant staff.

 

You system should also deal with obsolete forms so on your register you should sign and retrieve all the old forms.

 

Kind regards,

 

Tony


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#5 CMHeywood

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Posted 10 July 2017 - 01:55 PM

Several ideas:

(1)  One document on computer network that everyone references.  No hard copies are distributed.

 

(2)  OR - Several copies are distributed to authorized people.  Register to list who gets copies.  No unauthorized copies.  People will need to reference a manual to see the current verision.  Requires some sort of audit to check that documents are up to date.  Also, as Tony C. mentions, you will need to retrieve obsolete documents (all copies).

 

(3)  Register (list) of all controlled documents and their revision level on computer network.  Everyone will reference the same list.  No copies of the register will be distributed.  This would fit with either (1) or (2) above.

 

Training will be necessary to get people to understand how you control your documents.  Training will be necessary for document changes to procedures.

 

(2) is very old school and very labor intensive.  (1) is less labor intensive but you have to set up something that works like the internet with controlled access.


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#6 WACIRU

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Posted 20 July 2017 - 08:12 AM

Hi, 

 

You could also consider having the documents on cloud e.g. google drive where only 1 person is responsible for updating and the others can only read but cannot edit. With this any changes made will be automatically updated in the new drive.


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#7 Peaches

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Posted 20 July 2017 - 10:30 AM

We have all of our files on a site that tracks changes by the user and you can see if the document is checked out for editing.  These types of systems are a big help with document control - except when the internet is down!  I do keep one hard copy binder on my desk in the event that the internet is down and we cannot access a document or form that is needed.   


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