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Must we state revision date on records and other documents?

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Posted 06 September 2012 - 07:20 AM

Hi All,

Just a question : should we have to state revision date on the records (forms) and other documents (like specifications and procedures etc)?

thnks for quick responses :)


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Posted 06 September 2012 - 08:27 AM

Hi There

Unless specified within a particular standard to which you are operating, I would suggest this is really just a matter of preference - with 'pros' and 'cons' for both having and not having an expiry date.

Just some thoughts, which may help:

1) if your documents do not have an expiry date, there should still be a documented procedure for checking both their validity and performance (on a predetermined frequency and to a schedule) - which is usually within internal audit systems.

2) If you produce documentation, specifications for example, that are for seasonal, or non-regular use, it may be worth having an expiry date to act as a trigger to revisit specifications / documents that have not been used for a while.

With Expiry Date:
documents may be revisited and reviewed more regularly - PRO
documents that don't often change still need revising - 'unnecessary' use of resources (time, paper, ink) - CON
increased chance of 'out of date' documents being available, or worse used, at an operating level (especially if there is not one central issuing hub) - CON
during an audit there 'will' be an OOD document found - lost confidence in document control? - CON

Hope this helps, or aids discussion.



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Posted 08 September 2012 - 06:40 AM

Hi All,

Just a question : should we have to state revision date on the records (forms) and other documents (like specifications and procedures etc)?

thnks for quick responses :)

Dear Aegean,

A very quick response. :smile:

Yes. Maybe not always obligatory but always very highly recommended IMO.

Rgds / Charles.C

Kind Regards,




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Posted 14 September 2012 - 09:38 AM

Before I answer this, lets ask why do we need the features such as revision date, doc. reference no. and such. Its to keep track of when such a document was established and whether there have been changes and why those changes. All systems are dynamic in nature coz it about continual improvement. When you have the issue date / revision date, reason for revision,... etc, you keep a track of why documents have been amended. Remember, its not necessarily that you remain the document cordinator; may be after sometime, you will have to delegate or leave an organization. The one who replaces you need to understand when the document has been in use and whether any changes have been proposed and such.

In a nutshel, YES, Its necessarly to have the revision statuses of any document. Very important

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