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How to Document Changes in System/Process

HACCP SQF BRC Quality Change

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#1 pablo coronel

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Posted 21 July 2014 - 08:56 PM

Hi all,

Many times we need to make changes on the systems. process. software, etc.

When it comes to these changes there needs to be a documentation of why, who, how, who approved it, etc.

 

Can anyone share forms or how do you proceeed on these processes?

 

Thanks


Edited by Charles.C, 22 July 2014 - 02:25 AM.
topic title edited


#2 Tomato

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Posted 22 July 2014 - 01:09 PM

We have a read only SharePoint distribution system for our documents. Everyone can read and print if needed but only the QAM and I can make changes. If there is a change needed on the document we review it do a little dance of having someone approve it, usually each other unless it is something in the main programs than our regional FSQA manager signs off. Then I upload the document with the revisions changed and replace it in SharePoint while confiscating all the paper copies if they exist.  This happens for all documents, programs, software that undergoes changes. We used to keep a log of changes but now a SharePoint query can show when the documents where changed, current revisions, and by who so no dedicated log is needed.



#3 fgjuadi

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Posted 23 July 2014 - 12:04 PM

Sharepoint is really nice for documents.  Safe Food 360 does the same thing I believe.   But if you can't afford software, you can create a document control spreadsheet (table of contents + revision date + author).  I keep my document changes at the end of the document in  a table with revision #, change, and author.  That way it is easy for me to find.  Some people prefer a separate spreadsheet.


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#4 pablo coronel

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Posted 23 July 2014 - 03:53 PM

Thanks, my question referred not only for documentation

but also for all the changes in engineering, recipes, et etc

I was wondering if thee was a guideline or some policies about this



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#5 fgjuadi

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Posted 23 July 2014 - 07:12 PM

Ah, I use a change management form - it looks like this - and it is required that all involved sign off.  I included the SOP too - maybe you can change epartment names etc

 

http://www.ifsqn.com...ment-procedure/

http://www.ifsqn.com...anagement-form/


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#6 Tony-C

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Posted 27 July 2014 - 06:10 AM

A couple of examples:

Attached File  FSR 062 Minor Process Change Approval Record_001.png   402.44KB   6 downloads

 

Attached File  FSR 061 Process Change Approval Record_002.png   463.2KB   3 downloads

 

Attached File  FSR 061 Process Change Approval Record_003.png   295.18KB   4 downloads

 

Regards,

 

Tony



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#7 cazyncymru

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Posted 28 July 2014 - 12:36 PM

Thanks, my question referred not only for documentation

but also for all the changes in engineering, recipes, et etc

I was wondering if thee was a guideline or some policies about this

 

 

Hi titrisol

 

I would capture these changes in a HACCP review

 

Caz x



#8 AmyZag

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Posted 02 October 2014 - 12:00 AM

HI All,

 

My first post :)

just wondering if anyone can please help me, under document control- is it necessary to have hard copies of technical files ie. recipes/ formulation. And do the docs need to be signed off

we are using SAP IT system which records when a change is made however unsure if its a requirement to have it filed (paper trail)

any help would be great

thanks

Amy







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