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Document Control in SQF

Doc control in SQF system

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anamazi

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Posted 09 January 2015 - 07:50 PM

I am a new SQF Practitioner in tour company and try to complete minors of previous audit.

 

 This is the deviation:

"External documents such as the SQF Code or applicable regulations were not controlled. Registers required by the Code that were not documented included the following: Raw Material and Packaging specifications."

My question is : How I can control external docs such as ingredient spec/ SQF code? Is making a register and mentioning their versions would be enough?(Although it is not working for specs)

Thanks

 



anamazi

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Posted 09 January 2015 - 07:50 PM

I am a new SQF Practitioner in tour company and try to complete minors of previous audit.

 

 This is the deviation:

"External documents such as the SQF Code or applicable regulations were not controlled. Registers required by the Code that were not documented included the following: Raw Material and Packaging specifications."

My question is : How I can control external docs such as ingredient spec/ SQF code? Is making a register and mentioning their versions would be enough?(Although it is not working for specs)

Thanks

 



RG3

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Posted 09 January 2015 - 08:00 PM

I am a new SQF Practitioner in tour company and try to complete minors of previous audit.

 

 This is the deviation:

"External documents such as the SQF Code or applicable regulations were not controlled. Registers required by the Code that were not documented included the following: Raw Material and Packaging specifications."

My question is : How I can control external docs such as ingredient spec/ SQF code? Is making a register and mentioning their versions would be enough?(Although it is not working for specs)

Thanks

 

You have the right idea. Make a register, document the version on every document (QA's, Production, Maintenance, Sanitation).

 

There's a thread on here on what should be placed on the header or footer.  http://www.ifsqn.com...control-system/

 

 



Azita Namazi

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Posted 09 January 2015 - 08:35 PM

You have the right idea. Make a register, document the version on every document (QA's, Production, Maintenance, Sanitation).

 

There's a thread on here on what should be placed on the header or footer.  http://www.ifsqn.com...control-system/

 

 

 

You have the right idea. Make a register, document the version on every document (QA's, Production, Maintenance, Sanitation).

 

There's a thread on here on what should be placed on the header or footer.  http://www.ifsqn.com...t-ntrol-system/

 

 

Thanks for quick reply. I checked the form. I have got a part of my answer but still don't know how i can control external docs or outside companies spec sheets . should I really give all of them doc# and version #s and then make a register of these versions or there is something else that I missed.

Thanks,



RG3

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Posted 09 January 2015 - 08:41 PM

:welcome:

The easiest way to handle this is to make a register of your outside spec sheets and the version that is on it. If they don't have a version you can put the date you received them and save the email in which you received them. I think this is more when asking them for an update yearly comes in play to ensure you still have the updated one. You can reach out to procurement or you yourself to ask the external company to date it or even put a version on the spec sheet.



Azita Namazi

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Posted 09 January 2015 - 09:25 PM

Thanks for quick reply. I checked the form. I have got a part of my answer but still don't know how i can control external docs or outside companies spec sheets . should I really give all of them doc# and version #s and then make a register of these versions or there is something else that I missed.

Thanks,



fgjuadi

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Posted 09 January 2015 - 09:25 PM

You can review the specification sheet we you get it, sign and date as proof you have reviewed, keep a list of spec sheet and when it was last updated, and contact vendors on a "regular" basis to make sure you have the most up to date copy - SQF ususally thinks this is annual, but specification sheets aren't generally updated on an annual basis, so our team set specs to have a three year interval.  I've attached an example of how I do it - I sign & date, scan the docs in (LOG etc included), save them to a folder, and then hyperlink to them in Excel.  I make the hyper link the date so Excel will automatically highlight anything that's out of date for me.

 

 

 

You don't have to give them their own doc number or anything like that - Aint-Nobody-Got-Time-for-That.gif


Edited by magenta_majors, 09 January 2015 - 09:34 PM.

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Azita Namazi

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Posted 09 January 2015 - 09:28 PM

Thanks.

So what is really important is have a system in place (register) to be able to monitor the update of all documents. Am I right?



RG3

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Posted 09 January 2015 - 09:36 PM

 Aint-Nobody-Got-Time-for-That.gif

OK...I now see it why everyone was falling in love with Magenta Majors

 

"And then the smoke gaught me I gaught Bronchitis"



fgjuadi

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Posted 09 January 2015 - 09:36 PM

Thanks.

So what is really important is have a system in place (register) to be able to monitor the update of all documents. Am I right?

Yes - also keep proof that you've *controlled* them by signing & dating upon receipt (or as RG3 suggest satisfy this by keeping  the original email)


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angegenet

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Posted 12 January 2015 - 08:20 PM

We had the same issure with suppliers PIFs(product information forms) i made a register of each pif, using the product , competion date of the document anf the document version.






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