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Document Control for Databases


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#1 Kipper

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Posted 24 June 2014 - 09:44 AM

Hi Everyone,

 

I'm looking for some help / guidance on document control for recent excel databases I've introduced in my current work place. I have created a database for document control, training and also approved suppliers. My question is do these databases have to be given a document reference and still be controlled in the same way as paper based alternatives?. This becomes very messy with many updates throughout the year, does any one have any experience with auditors who have questioned or queried databases? 

 

The databases have been designed to help control documents within the business to avoid non conformance's come the BRC audit, which I can only assume would be welcomed by an auditor?

 

I'm a recent graduate and have only been working in the industry for a couple of years so please ignore my lack of knowledge. 

 

Thanks in advance.

 

 



#2 cazyncymru

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Posted 24 June 2014 - 09:48 AM

This is how I do it.

 

I have an excel spreadsheet, which I have controlled as a FORM, with a version number. Don't confuse spreadsheets with databases

 

I type in my document control information. I don't change the form version , unless I'm changing the design of the form.

 

Caz x


Edited by cazyncymru, 24 June 2014 - 09:51 AM.


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#3 Kipper

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Posted 24 June 2014 - 09:52 AM

Brilliant!!

 

That's the idea I've been playing around with but needed some reassurance it would be acceptable, many thanks. 

 

Rob



#4 Shyguy77

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Posted 24 June 2014 - 10:27 AM

This is how I do it.

 

I have an excel spreadsheet, which I have controlled as a FORM, with a version number. Don't confuse spreadsheets with databases

 

I type in my document control information. I don't change the form version , unless I'm changing the design of the form.

 

Caz x

 

This is exactly how I control documents as well. 



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#5 noureddin

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Posted 24 June 2014 - 11:20 AM

Excellent. Thanks



#6 Hankesg

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Posted 24 June 2014 - 12:23 PM

I make a separate worksheet in Excel to track changes. This helps keep the actual content of the document from being cluttered.

 

ge60pry.jpg

 

 

And this is (generally) what the change log looks like for excel based documents. Someday, they'll all be EXACTLY the same...

 

0mb4SiN.jpg

 

 

 

 

And, this is pretty important to remember too:

 

 I don't change the form version , unless I'm changing the design of the form.



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#7 Barbara Serra

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Posted 26 June 2014 - 08:17 AM

So, if I have to change something in the document updated it with new information I should keep the same version ... I'm confused now!

 

Barbara Serra



#8 cazyncymru

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Posted 26 June 2014 - 09:13 AM

Hi Barbara

 

The form that you use to capture the data remains the same version, unless you make changes to its design

 

You wouldn't need to change the version number on this form every time you added information. It is in all essence a form

 

Caz x






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