4 replies to this topic

[hygienic]

Dear All;

I need your clarification in ISO 22000 requirements clause 4.2.2
A master set of applicable documents is maintained and updated. How I can make a very nice doumentation for all food safety records and procedures , how I can start ? I have all procedures , records , forms and checklists and all are daily filing, but I want to file them in a way that allow me to take any document without difficultes . One more question what is the good documentation procedure ? Daily I am filing the records as papers (hardcopies) and keeping them in file boxes but too much records now , and realy no enough space to keep the files .Is there any alternative methods can be applied and accepted in the same time by the third party I mean the certification body company while they are coming to carry out a surveillance audit .

Please advice on the above enquiry ,and offcource your thoughts are highly appreciated.

regards
Hygienic

[Jan K]

An easy way for you is to store all your data electronicly by
using an Anoto Digital Pen when filling in all your forms.
When docking the pen to your PC you will get your results as a PDF file
also stored in a Database where it's easy to search for documents

Read more on Anotos website
http://www.anoto.com...ents-pro-1.aspx

I use it myself, works great!

[Charles.C]

Dear hygienic,

It depends on what the status of the accumulated documents is and yr budget / available support. I assume the documents are not required to be individually categorized/sorted by content. (If not so, I am afraid you are going to have a very long and arduous job, often not worth the effort).

The usual first advice is make it as simple as possible, complicated systems are very pretty and useful but IMEX require effort. OK if you have a team with experience / time, but I think this is not yr situation ??

One (old) “quick and dirty” but usually auditorially acceptable route is to use a patient assistant to manually stamp a (unique) running number, eg MOS0001, MOS0002, >>, on all the documents (auto-increasing stampers are readily available / very cheap) and then put everything into a book, ie a “manual”. This is then documented officially as “MANUAL OLD STUFF (MOS)” or similar. If you have no “robot stamper” it is almost as easy to xerox everything and simultaneously add the running number electronically in yr preferred format. Or scan of course if you wish to go all-digital / have a scanner. The latter will give you considerable flexibility / accessibility / options in rearranging later if desired but IMEX demands a lot of self-patience or a fairly expert (and patient) assistant.
It will probably be necessary to officially define the Manual MOS as “Quality System documents pre – 2000X”.

Then initiate a proper Documentation System (preferably simple IMO) which can refer back (or re-copy) to files in “Manual MOS” as required.

Rgds / Charles.C

[hygienic]

Dear hygienic,

It depends on what the status of the accumulated documents is and yr budget / available support. I assume the documents are not required to be individually categorized/sorted by content. (If not so, I am afraid you are going to have a very long and arduous job, often not worth the effort).

The usual first advice is make it as simple as possible, complicated systems are very pretty and useful but IMEX require effort. OK if you have a team with experience / time, but I think this is not yr situation ??

One (old) “quick and dirty” but usually auditorially acceptable route is to use a patient assistant to manually stamp a (unique) running number, eg MOS0001, MOS0002, >>, on all the documents (auto-increasing stampers are readily available / very cheap) and then put everything into a book, ie a “manual”. This is then documented officially as “MANUAL OLD STUFF (MOS)” or similar. If you have no “robot stamper” it is almost as easy to xerox everything and simultaneously add the running number electronically in yr preferred format. Or scan of course if you wish to go all-digital / have a scanner. The latter will give you considerable flexibility / accessibility / options in rearranging later if desired but IMEX demands a lot of self-patience or a fairly expert (and patient) assistant.
It will probably be necessary to officially define the Manual MOS as “Quality System documents pre – 2000X”.

Then initiate a proper Documentation System (preferably simple IMO) which can refer back (or re-copy) to files in “Manual MOS” as required.

Rgds / Charles.C

Dear Charles;

Nice, I will work in your advice specially MOS , one more question I want to add what exactely I have to write on the Procedure paper or on the forms I mean on the page , do I have to put a reference number , offcourse yes but what I have to mention (date,number of the form or procedure ,how many revisions , please advice also in this matter as it is required to be easy while I need to refer to any filed forms or procedures.


Regards

[Charles.C]

Dear hygienic,

It depends what you want to do afterwards / how much effort/time you have.
But typically you refer this manual / (documents within) to a time just before opening of new system (where the documents must match 22000 standards requirements). (I hv never used for ISO 22000 so you might be advised to confirm method ok to yr intended auditor, however this is a well-known technique IMEX).

Eg suppose you start yr proper 22000 system on Jan.1st, 2012, every document/page in MOS is minimum stamped with a running number, all pages dated 31stDecember, 2011 or similar plus the name of the manual. Other things can be added but it will probably get complicated. Basically, it assumes you don’t want to organise the manual contents, only need sufficient data to refer back to any file. May need a signature also (one more stamp). If you must include sub-indexing, will hv to pre-organise files, eg using maybe manual MOS1, MOS2 and decide on method/stamping, starts to get heavy work unless you have plenty of support.

you will need a proper (brief)sub-procedure in yr new system within the documentation procedure to include the MOS manual/ stuff within it as an “exception” (ie docs. prior to opening main system).

One more option is to use a PC to create paper stock with printed running numbers/dates etc and then use this paper as feed to xerox machine plus copy old files (already pre-copied with xerox reduction to make space for headers/footers as desired on PC pre-printed paper ). Several steps but goes quick.

Rgds / Charles.C