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Records vs Documents


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#1 Lelouch_rayne

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Posted 24 February 2017 - 11:05 AM

Hi guys,

 

 

 

Recently, I attended a seminar on Document Management System... And when the presenter differentiate the two terms, I was quite confused.

 

She said that: documents are "live" flies currently being used by the organization. Once documents were not being used already by the organization, then it would already be considered as "RECORDS". (i'm not talking here about forms, kindly exclude it)

 

So, if a procedure/work instructions were replaced by a current version. Then the obsolete revision can be classified as "RECORDS"?

 

 

Is the concept right?? 

 

 

 

                  



#2 Charles.C

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Posted 24 February 2017 - 12:00 PM

Hi guys,

 

 

 

Recently, I attended a seminar on Document Management System... And when the presenter differentiate the two terms, I was quite confused.

 

She said that: documents are "live" flies currently being used by the organization. Once documents were not being used already by the organization, then it would already be considered as "RECORDS". (i'm not talking here about forms, kindly exclude it)

 

So, if a procedure/work instructions were replaced by a current version. Then the obsolete revision can be classified as "RECORDS"?

 

 

Is the concept right?? 

 

Hi LLR,

 

Sounds like some confusion somewhere.

 

Assuming ISO is the reference, here is the definition of "Record"

 

 
Record Definition

Record: Evidence about a past event.

A record is generated in the “do” phase of PDCA. Records consist of any data you collect during the operation of your business QMS. Records are facts and should not change. If new facts arise that contradict the old facts (an error), then you should strike through the old fact and record the new fact.

 

https://www.bizmanua...rd-control.html


Kind Regards,

 

Charles.C


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#3 Lelouch_rayne

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Posted 28 February 2017 - 03:01 AM

Hi Charles,

 

 

That's what I'm talking about. There's really something wrong with her definition. 

 

The ISO definition of records really contradicts her concept that the obsolete version of documents will be turned into records. 

 

For example, procedures, once replaced by a current version will remain a document but it will be turned into an obsolete version. It cannot be considered a record because it does not consist of any data you collect during the operation of your business QMS. Procedure consists of any information you use to run your company, so by definition it is still a DOCUMENT.

 

 

 

:thumbdown:  :thumbdown:  :thumbdown:



#4 CMHeywood

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Posted 28 February 2017 - 09:33 PM

Previous revisions are archived documents.  They are not records since they don't record any time-based activities.



#5 Parkz58

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Posted 28 February 2017 - 10:50 PM

I have a feeling she may have grabbed her definition from another sector, such as the financial sector...definitely not in line with anything in the food production world that I've heard of, or even any realm of production, for that matter.






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