6 replies to this topic

[benjamin_weizmann]

hi :)

i found myself wonder where is the line between any regular record and record which shuold be controlled.

how do u decided if given record should be controlled?!

(including: auxiliary records,  temporary records  - before they entering to computer or records shuold keep for very short time etc.)

 

thanks ,

Ben

[Charles.C]

hi :)

i found myself wonder where is the line between any regular record and record which shuold be controlled.

how do u decided if given record should be controlled?!

(including: auxiliary records,  temporary records  - before they entering to computer or records shuold keep for very short time etc.)

 

thanks ,

Ben

 

Hi Ben,

 

afaik, it simply depends on how you choose to define (a) a "record", (b) a "controlled document". In theory this is arbitrary.

 

From vague memory one set of defs/interpretations was provided within the iso9000 series. Followed by endless streams of arguments in ISO forums which I expect still continue.

 

The easy way out is to make all documents controlled. Then decide how to control them.

 

Documentation Control offers infinite permutations  and has already generated an enormous archive of "Procedures". But  the advent of terrabyte(+)  hard drives has somewhat simplified the options.

[benjamin_weizmann]

Hi Ben,

 

afaik, it simply depends on how you choose to define (a) a "record", (b) a "controlled document". In theory this is arbitrary.

 

From vague memory one set of defs/interpretations was provided within the iso9000 series. Followed by endless streams of arguments in ISO forums which I expect still continue.

 

The easy way out is to make all documents controlled. Then decide how to control them.

 

Documentation Control offers infinite permutations  and has already generated an enormous archive of "Procedures". But  the advent of terrabyte(+)  hard drives has somewhat simplified the options.

 

thanks u !

do u have a linkedin?

it would be a shame for me lost contact with u.

Benjamin weizmann

[Charles.C]

thanks u !

do u have a linkedin?

it would be a shame for me lost contact with u.

Benjamin weizmann

 

Hi Ben,

 

Sadly not yet. Still thinking about it.

But please keep posting !

[Wowie]

Hi, Ben! My way may very well not be correct, but this is how I have handled it. Essentially, anything that has been completed and filled out is considered a record, but we have a policy stating the retention period for each type of records (including HR-related, Safety,  Maintenance). Document control is used to demonstrate maintenance of company-created forms to ensure the correct forms are being used and properly maintained. 

 

I have an over-arching Records Retention Policy that demonstrates how long each *type* of record shall be kept. Anything that is transferred to a computer in full (for instance, we record incoming weights on a paper that then gets entered into a database each day) does not have to be maintained, if that is the regular process for that document trail. Anything that is reviewed as part of Pre-shipment, validation, verification, or traceability is all maintained for a 3-year period, along with anything related to customer specifications or company specifications (so, essentially, all AQL, package checks, incoming/receiving information for all materials).

 

Our "document control" procedure lists out how we maintain the proper document version, document formatting, document review, and completed record storage. 

[benjamin_weizmann]

Hi, Ben! My way may very well not be correct, but this is how I have handled it. Essentially, anything that has been completed and filled out is considered a record, but we have a policy stating the retention period for each type of records (including HR-related, Safety,  Maintenance). Document control is used to demonstrate maintenance of company-created forms to ensure the correct forms are being used and properly maintained. 

 

I have an over-arching Records Retention Policy that demonstrates how long each *type* of record shall be kept. Anything that is transferred to a computer in full (for instance, we record incoming weights on a paper that then gets entered into a database each day) does not have to be maintained, if that is the regular process for that document trail. Anything that is reviewed as part of Pre-shipment, validation, verification, or traceability is all maintained for a 3-year period, along with anything related to customer specifications or company specifications (so, essentially, all AQL, package checks, incoming/receiving information for all materials).

 

Our "document control" procedure lists out how we maintain the proper document version, document formatting, document review, and completed record storage. 

thanks u Wowie, its same by us but, we noticed that the workers manage auxiliary lists which are not controlled document.. and when i say "controlled document", i dont mean only to meintenace aspect, but also to uniformity, numbering and other  "document control"'s aspects.

the question is which record i have to force  to uniformity, numbering and keeping. my feelings is that it is excessive to require it for all records, but i'm looking for a rule of thumb than feelings.

  Ben

[Charles.C]

Hi Ben,

 

This thread acted as a precursor to my comments in Post 2 above -

 

http://www.ifsqn.com...lled-documents/

 

From my POV, it is often a decision as to what is specifically required by a FS Standard (usually "open") plus choosing a path of least resistance assuming that a PC is available  / some printed documents are  unavoidable.

 

Of course some nice database packages exist if you have the wherewithal.