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What color ink can be used on the QA Records except Blue or black?


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Blossom

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Posted 27 August 2018 - 03:05 PM

We fill our production records with blue pens. I am thinking to add red / green pens  for on the floor QA verifications. By doing this , QA team doesn't have to fill separate QA records for verification . We are  SQF Level II and could not find any thing in the code.

Any suggestions ?



jcieslowski

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Posted 27 August 2018 - 03:19 PM

This is a good question because I hear this pretty frequently; only black and blue pens can be used.   Here's what the SQF Code Says:

 

"2.2.3.1 All records shall be legible and suitably authorized by those undertaking monitoring activities that demonstrate inspections, analyses and other essential activities have been completed.

2.2.3.2 Records shall be readily accessible, retrievable, securely stored to prevent damage and deterioration and shall be retained in accordance with periods specified by a customer or regulations."  

 

 

By that code, you can use any color you want.  This is what I've always done - I've not found the need to over-complicate things.  That being said, however, the code doesn't state that you need to use a pen at all.  Does that mean someone can sign in pencil?  I know of no auditor that will be very understanding to using pencil (or anything that can be erased).

 

That being said, I've had no complaints ever about pen color, even without having a defined pen color program.  I think if you have an SOP that uses color coding on pen color to convey information, you will not be questioned about it.



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Scampi

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Posted 27 August 2018 - 03:35 PM

it specifically says "stored....deterioration" pencil will fade rapidly overtime and is in contravention of your document control policy and can easily be manipulated (changed/removed etc)

 

I would steer clear of coloured ink...auditors do not like them, even if you've got your program written that department A used red, department B uses black..........one small error because a black pen isn't available and you're non compliant with your program


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jcieslowski

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Posted 27 August 2018 - 05:47 PM

My argument regarding pencils were not to include them but rather to point out what I think is a variance in the letter of the code and the understanding that many of us have as professionals.   We 'know' not to use pencils and we 'know' how to do document corrections but we don't get that knowledge in the code.  I think if an auditor argued on these points they would have to concede (unless they wanted to be jerks).

 

I think winning the 'color of the pen' argument would be the easiest to win but your point regarding not complying with your own program is a very good one and would make me 'nope' right out of the colored pen program all together.



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SQFconsultant

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Posted 28 August 2018 - 02:57 AM

As an former Auditor it was a blast looking at records that were like a rainbox of colors.  

 

Here's the only issue though - you better assign the pens and refill as needed, somebody uses the wrong color and you are heading for a potential issue.


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Blossom

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Posted 28 August 2018 - 03:56 PM

Thanks for the replies everyone. I was basically thinking to cutoff some of the separate records my QA's have to fill up and let them do verifications  on the production records by using separate ink (most probably black) . That would make things more accurate and precise . But after reading on , I feel  it can be an issue if the staff is not properly trained and uses wrong colored pen.



Peta

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Posted 28 August 2018 - 06:48 PM

Our practitioner insists on blue, says black looks like a copy. Who keeps taking my blue pens!






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