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Revision for GMP checklists

GMP revision dates

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#1 Maretha

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Posted 22 September 2014 - 07:53 AM

Good day everyone,

 

We do weekly GMP checklists that is handed in once a month, so on the GMP checklist we enter the number of the week for that form, e.g. we are now doing a GMP checklist that has Weeks 39, 40, 41, and 42 on it. Next month it will thus be Weeks 43, 44, 45, and 46. Do I need to give a new revision number every time I enter the week number on the form? My Quality Manager says that if the people doing the GMP checklists write it in by hand we don't need a new revision number but if I enter it on the computer it needs a new revision number. I don't see the difference. Please help!



#2 MCIAN

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Posted 22 September 2014 - 09:51 AM

Hi Maretha!

 

Welcome to IFSQN!

 

No, you don't need to change the Revision Number. The Rev No. will only change when you change the Template. Your QM may be referring to the Doc Serial Number which should be unique for each form, i.e., it changes every time the form is used (like the DR Serial Number).

 

 

Regards.

 

 

:ninja:



#3 Maretha

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Posted 22 September 2014 - 10:14 AM

Thanks MCIAN!

 

We don't have Doc Serial numbers. We only have a Document Number to identify where on the system the document is stored e.g. FS 01 001 would be a Food Safety document (FS), 1st folder (01), 1st document (001). And then we have a revision table under the document header. Is it necessary for a Doc Serial number? This is the first I've heard of it. All our forms have date entries on them? We're all a bit new to ISO 22000 so it's a good thing I've joined this network!

 

Thanks for your help,

Maretha



#4 MCIAN

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Posted 23 September 2014 - 04:49 AM

Hi Maretha!

 

The Doc serial number is not a requirement. It would be ok if you don't put it in your forms, as in the GMP checklist since you already have the date which could function as an aid for filing. For legal docs of course, like the DR, SI, OR the doc serial number is a requirement.

 

The revision date goes together with the revision number for guidance on when the said revision number takes into effect.

 

 

Regards.



#5 Maretha

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Posted 23 September 2014 - 05:52 AM

Thanks again MCIAN,

 

I might sound ignorant now, but what are the DR, SI, and OR documents? We have legal documents like Regulations and Legislation that we have on our system, but they aren't numbered at all. We just save them under 'STANDARDS' with their names as Doc numbers.

 

Thanks!



#6 MCIAN

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Posted 01 October 2014 - 08:04 AM

Hi Maretha!

 

Sorry, this is rather late. SI - Sales Invoice; DR - Delivery Receipt; OR - Official Receipt  as required by the government's Internal Revenue Service.

 

Your standards would fall into your External Documents list.

 

Regards.



#7 Mr. Incognito

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Posted 01 October 2014 - 11:28 AM

Well the most important question is if you are under a food safety standard and what your document control policy, if you have one, says in relation to when you have to change a forms revision number.

 

The difference between what you perceive and what your manager is telling you is that in one instance you have a blank that is filled in like any other document and in the other instance you are physically changing the information printed on the form.

 

Depending on your policies and governing standard, if any, you may (or may not) need to change the revision number for the document.

 

I've worked in places where minor changes that weren't structural to what the document was for didn't require a revision number change and where I work now if you fix a typo or a misspelling a whole new revision number is issued.  There is no hard fast rule on this... however if your document control policy says that any time a document is changed a new revision must be issued then your hands are tied. 

 

My suggestion is to just put a blank there and have the auditor write in the week number.  This way it only has to be changed once and your done.

 

-OR-

 

you could also put in a number circle system:

 

Indicate the week by circling the first (top) and last (bottom) numbers

0 1 2 3 4 5 6 7 8 9

0 1 2 3 4 5 6 7 8 9

 

I don't suggest this... but it is also another option.

 

Good luck and please as if you have any questions about what I wrote.

 


 


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Mr. Incognito is a cool frood who can travel the width and breadth of the galaxy and still know where his towel is.





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