Jump to content

  • Quick Navigation
Photo
- - - - -

Is it required by SQF to archive your documents?


  • You cannot start a new topic
  • Please log in to reply
13 replies to this topic

jperri

    Grade - MIFSQN

  • IFSQN Member
  • 86 posts
  • 25 thanks
11
Good

  • Canada
    Canada
  • Gender:Female

Posted 23 December 2019 - 07:01 PM

Hello,

 

I am wondering if it is required by SQF to archive your documents? For instance, if I added information to an SOP or changed the formatting of a record, would I keep a copy of the old version? Or is it fine to just record the change that was made on a "document control change log"?

 

The document control change log includes:

- document name/location

- date created

- revision date

- editor name

- description of the change to document/justification

- verification.

 

Thanks!
 

Jenna



SQFconsultant

    SQFconsultant

  • IFSQN Fellow
  • 3,784 posts
  • 952 thanks
843
Excellent

  • United States
    United States
  • Gender:Male
  • Interests:American Patriot
    WWG1WGA
    Never give up, never give in - always win!
    Martha's Vineyard Island, Massachusetts

Posted 23 December 2019 - 08:55 PM

rare, but it has happened that when an auditor does not think you are telling the truth, being less than honest, etc he/she may ask for the original or series of documents. I have witnessed this twice while sitting in at audits and when I was an SQF audit I asked for a look see going back about 1 year.


Kind regards,
Glenn Oster
 
GOC BUSINESS GROUP | SQF System Development, Implementation & Certification Consultants
Internal Auditor Training - eConsultant Retainer Subscriptions - Pre & Post SQF-GAP Audits - Consultant Training
Visit us @ http://www.GlennOster.com  or call us @ 772.646.4115 US-EST 8am-4pm Anyday except Thursday
 
 

Thanked by 1 Member:

MOURADTALBI

    Grade - MIFSQN

  • IFSQN Member
  • 60 posts
  • 5 thanks
0
Neutral

  • Tunisia
    Tunisia
  • Gender:Male

Posted 23 December 2019 - 09:15 PM

Hello, 

 

Preferably always archive your document  as proof of compliance



Thanked by 1 Member:

oigdaym8

    Grade - Active

  • IFSQN Active
  • 16 posts
  • 3 thanks
0
Neutral

  • United States
    United States

Posted 30 December 2019 - 04:56 PM

Thanks for asking this. I am new to SQF and inherited several binders full of outdated SOPs. I think keeping versions for 12 months is reasonable but ultimately decided I didn't want to keep all of the additional binders from years past. 



Thanked by 1 Member:

wafa2019

    Grade - Active

  • IFSQN Active
  • 11 posts
  • 0 thanks
1
Neutral

  • Morocco
    Morocco

Posted 30 December 2019 - 07:31 PM

Hello;

 

I think it is always better to archive your documents. 



Ruthie1

    Grade - AIFSQN

  • IFSQN Associate
  • 30 posts
  • 7 thanks
5
Neutral

  • United States
    United States

Posted 31 December 2019 - 02:46 PM

I just keep a folder on our external drive of old versions of documents. I see no point in keeping a hard copy of them. There is also less confusion about the most current version of a document because they are separated. 



Thanked by 1 Member:

Hoosiersmoker

    Grade - PIFSQN

  • IFSQN Principal
  • 538 posts
  • 193 thanks
80
Excellent

  • United States
    United States

Posted 08 January 2020 - 03:30 PM

I designed that into our Document Control section. Each document has a revision table at the end where there is a reference to the sections changed. Once I get the new version approved I archive a digital copy of the previous revision. The revision table, and consequently the archived copy, only need to go back 3 years so the revision table shows at least 3 years of changes. I will keep them until I need the room but that might be 20 years or so :cheezy:



Thanked by 1 Member:

jperri

    Grade - MIFSQN

  • IFSQN Member
  • 86 posts
  • 25 thanks
11
Good

  • Canada
    Canada
  • Gender:Female

Posted 08 January 2020 - 03:50 PM

Thank you all for your input!

 

I decided that I will archive the hard copy since I already have my documents printed and I have the space to store them (for now). I keep them in a separate folder. I also document the changes I made on a document change log as I described in my first post. This is similar to Hoosiersmoker, but it is not at the bottom of each page but on a separate sheet that tracks changes that I or the auditor can refer to.

 

I do like the idea of having it at the bottom of each page but I will see how this system works out for us first. We are a small company so changes can be easily tracked.

 

Jenna :smile:



Hoosiersmoker

    Grade - PIFSQN

  • IFSQN Principal
  • 538 posts
  • 193 thanks
80
Excellent

  • United States
    United States

Posted 08 January 2020 - 04:01 PM

Just for clarification our revision tables are located at the end of the document on the last page only. Just document related and current revision information is in the footer. See attached example of revision table.

Attached Files


Edited by Hoosiersmoker, 08 January 2020 - 04:07 PM.


jperri

    Grade - MIFSQN

  • IFSQN Member
  • 86 posts
  • 25 thanks
11
Good

  • Canada
    Canada
  • Gender:Female

Posted 08 January 2020 - 04:11 PM

Thank you for the example!

 

Not sure if this is an odd question but when you fill in the "approved by" section on the table, do you type in the persons name or do you have them physically sign off as approved?



Hoosiersmoker

    Grade - PIFSQN

  • IFSQN Principal
  • 538 posts
  • 193 thanks
80
Excellent

  • United States
    United States

Posted 08 January 2020 - 04:45 PM

I think you could do either but for us, since our documents are all electronic, I just enter their initials after they approve the document. It's just a record that the process was performed.



Thanked by 1 Member:

Beeziefied

    Grade - Active

  • IFSQN Active
  • 2 posts
  • 1 thanks
0
Neutral

  • United States
    United States

Posted 08 January 2020 - 06:22 PM

It is good to archive all your documents especially if are using a computer system with paper backup, computers can and will fail. But, make sure during an audit you don’t mix the two. If your going to use the computer system then stick with that don’t have the paper backup documents that may have different or unlegible documentation that can possiably conflict with that of the computer report. I’ve seen the be the case especially when our pest control company went totally digital with a e-log book and wel still kept the old paper log book that was incomplete, it caused a lot of problems in the audit. Hope this helps.

 

beeziefied



Thanked by 1 Member:

FurFarmandFork

    Food Safety Consultant, Production Supervisor

  • IFSQN Fellow
  • 1,264 posts
  • 585 thanks
192
Excellent

  • United States
    United States
  • Gender:Male
  • Location:Oregon, USA

Posted 08 January 2020 - 09:06 PM

I did an IFSQN blog on simplifying controlled documents including revision change records, you can find it here.

 

My recommendation is recycle those physical old revisions and have an indexable revision change log where you include the justification so no one forgets and changes things back to how they were.


Austin Bouck
Owner/Consultant at Fur, Farm, and Fork.
Consulting for companies needing effective, lean food safety systems and solutions.

Subscribe to the blog at furfarmandfork.com for food safety research, insights, and analysis.

Thanked by 2 Members:

jperri

    Grade - MIFSQN

  • IFSQN Member
  • 86 posts
  • 25 thanks
11
Good

  • Canada
    Canada
  • Gender:Female

Posted 09 January 2020 - 12:36 PM

Thank you for sharing your blog, it is very helpful and well written!






0 user(s) are reading this topic

0 members, 0 guests, 0 anonymous users