19 replies to this topic

[billderer2020]

We have a small plant but many documents and work instructions and spec sheets.  I could use a thought or suggestion on the creation of a document register, document control and labeling each document that is part of the register.  The owner wants pictures of the packaging and make packets of specifications.  He wants a register to control all documents in the business.  I have until next Monday to produce such a system. 

I could use some ideas or a template to start the process.

 

Thanks in advance for any help

 

Bill

[mgourley]

Is there a specific Food Safety Standard you are certificated to?

Document control is one of those topics that, IMHO, people tend to make more complicated than necessary.

A document register is just that, a list of documents you have that describe policy, procedures, work instructions, records, etc.

We are certificated to BRCGS, so I have my documents identified (numbered) according to the clauses in the BRCGS. This makes it very easy at audit time to provide what the auditor is asking for. Down side is if the standard changes, you may have to change your document numbering.

Simple is better. If you have 15 work instructions, name the document "WI1- how to do this", WI2 - how to do that", etc. Have a version number on the document and an effective date.

If you have 30 specs, name them "Spec1 - this product", "Spec2 - that product", etc.
In your document register, list the document, the version, the effective date and the reason for any change to the document.

 

More info about your products, processes and types of documents might be more helpful.

 

Marshall

[SQFconsultant]

We use a very simple SQF Document Register - paperbased and in word doc format.

 

 

The register also serves as an amendment record

 

Basically it is on a landscape format with the first column entry heading of code # - title of document - original date - location - revision date.

 

The title section is split in two with the upper section to show the title of the document and next line down shows summary of the revision/amendment.

 

This is in SQF document code sequence and then assigned interlaced documents with an internal # that is in-line/applies to each of the SQF code numbers.

 

If I could figure it out here I'd upload a copy - it is really very simple and as one client said to me, that's it - that will pass audit?  I said not only will it work well, but yes, it will pass the audit just fine.

 

and 11 years later all of our clients have used these and they continue to work just fine.

 

Sometimes simple is good.

[billderer2020]

Thank you for your ideas.  I have been over thinking this task.  

Program:  Document name

 

2.2  Hold Release

 

Version:   New

Revision Date: 

Approved By:  

 

I put this together.   I need to do the spread sheet or word document as you described.  Do you use SQF or departments is a company.to list areas of SOP's , documents, etc.

 

William

[Ryan M.]

See attached.  What I used at my last workplace.  As others have said, keep it simple.  It is very easy to over-complicate things.

 

These were developed for compliance with an SQF food safety and quality in manufacturing.  I opted to have a separate revision log for documents than the document register.  The doc register would get unwieldy if you try and combine them, at least in my opinion.

 

I didn't get around to it at this plant, but you can put a link or a reference to the specific parts of the auditing code each document applies to so your audits go smoothly.  

 

I hope this helps and good luck!

Attached Files

•  01D.001.03 Document & Record Control Policy.docx   25.05KB   313 downloads
•  01D.006 Document Register.xlsx   32.57KB   386 downloads
•  01D.032 Document Revision Log.xlsx   43.12KB   306 downloads

[zoelawton]

Hi, this should be pretty simple - don't overthink it!

Literally a list of documents, with the reference number, version and date. 

 

I then have a change note log which is set out the same and just documents the change made and why. 

 

I also have an index for the FSQM - its effectively the same as the document register, but split into sections to correspond with the BRC clauses, so i know what document is in which section. Please see attached. 

Attached Files

•  YF001A Change Note Log.doc   291KB   176 downloads
•  YF001 Controlled Documents Master List.docx   44.44KB   239 downloads
•  YF000 INDEX.docx   22.28KB   162 downloads

[Hoosiersmoker]

We just use footer information with document name, revision date, owner, path and page number. At the end of each document is a table with revision dates and descriptions of the changes. It is saved as a new revision (if it is one) and the previous is archived on our server. Then there is a spreadsheet that has the name of the document, original issue date, most current validation / revision date and the location. The names of all system related documents are "FS" then the number of the code section they relate to. All other operational SOPs and WIs are just named whatever they happen to be related to like: "Finishing catcher" or "Machine Operator". This has always been accepted also. As simple as possible but satisfy your guidance information.

[dfreund]

Use only a few very broad categories and list every document by your name for it and the GFSI (SQF, BRS, FSSI, ISO, etc.) standard it helps you live up to.

 

I use excel because it is easy to shuffle for how different individuals may want to see it.

 

Big categories may be:

Food Safety System

GMPs

CCPs

Operating procedures

Records

 

Good Luck - Monday is coming quick.  Build the structure then populate it.  for internal purposes missing a couple pieces till later may not be catastrophic.   Have it all ironed out asap afterward.

I have a cell phone photo library of labels.  I blue-tooth them to my laptop and cut/paste to where needed.

 

Dave

[Hustoskl]

We organized ours to pretty much mirror SQF's system to make auditing easier. So "theme" 1 for SQF is Management Commitment. Our documents pull straight in order of SQF's system and look like this:

1.0 Management Commitment (main folder)
1.1.1 Food Safety Policy
1.1.2 Continuing Letter of Guarantee
1.1.2.1 Organizational Chart (associated with the continuing guarantee topic).

 

All of our SQF specific documents are "1._". After that, sanitation gets it's own "2.0" folder and manufacturing gets "3.0" and so on. I think it really helps to keep things moving in our audit, since we pull right from the book. 

 

Our register is just a simple excel sheet that we use to audit our system as well - it's got document number, document name, revision date, effective date, internal audit date/initials, and comments. As we move through the years, we just hide the comments and audit dates from the year prior. We have more detailed change notes on the actual documents themselves, including who made the change, the date, and what was involved in the change in a table on the last sheet of the document. 

 

I'm also working through an updated specification form that sounds like what you're looking for. The first two pages I made for ingredients/UPC/size/nutritional info. Then I've got a page for any labels, another for any case designs or case labels, and then a last page for special instructions or palletizing instructions. I'll either drop in a pdf of the box or label, or actually attach the label before scanning the hard copy to make available for other employees. It's a long spec format, but it seems to meet the needs of our account managers, as well as our production staff, which means less questions for me in the long run, haha. 

[Samlarios1]

This is a sample of our Document Control Matrix we use for SQF Ed. 8.1.

 

For file location we add hyperlinks to send you straight to the document.

 

On the second tab, we use as the register of document changes. (New revisions)

 

Hope it helps. Goodluck!

Attached Files

•  Document Control Matrix 2019.xls   185KB   266 downloads

Edited by Samlarios1, 17 July 2020 - 07:59 PM.

[billderer2020]

Thanks to all.

 

i am in the middle of re writing product specifications, ingredients and batch and breakdown sheets for 115 products and to get them done by Monday.  Have a great week.

 

Bii

[cjfriedman]

We use a very simple SQF Document Register - paperbased and in word doc format.

 

 

The register also serves as an amendment record

 

Basically it is on a landscape format with the first column entry heading of code # - title of document - original date - location - revision date.

 

The title section is split in two with the upper section to show the title of the document and next line down shows summary of the revision/amendment.

 

This is in SQF document code sequence and then assigned interlaced documents with an internal # that is in-line/applies to each of the SQF code numbers.

 

If I could figure it out here I'd upload a copy - it is really very simple and as one client said to me, that's it - that will pass audit?  I said not only will it work well, but yes, it will pass the audit just fine.

 

and 11 years later all of our clients have used these and they continue to work just fine.

 

Sometimes simple is good.

 

We're doing it the same way. just wondering how you keep up with the SQF code changes. do you update all the document sequence to match the SQF clauses numbers? 

[ramirezjaz]

I can help feel free to reach out

[chebasilit]

Hi, new here as I am searching for labelling documents found this thread. I am new to the company and since the previous owner of the procedures and forms are still written at the footer of the document. Previously, I been handling SQF documentation and it doesn't require to add name of the document owner and name who approves the document.

 

So my question is that does 1.) BRC documentation is requires including name of the document owner and name who approves the document?

 

2.) If not, could I revise the document format and start with revision 0.0?

 

btw, the company already been BRC Certified for 6 years

 

Thanks,

 

Cheryl

[mgourley]

The document control section of BRC is very straightforward.

It requires that:

1. You have a list of all controlled documents indicating the latest version number.

2. You have a method of the identification and authorization of controlled documents

3. You have a record of the changes to documents

4. You have a system for how to replace existing documents when they are updated

 

There is nothing there that says every document has to have the name of the document owner or approval authority.

 

Your "method" of identification and authorization of the controlled documents (2 above) can simply say "Controlled documents are numbered (however you see fit) and are approved by (whomever you see fit).

 

That meets the intent of the clause.

See the Guidance Document.

 

I find that people tend to make document control much harder than it needs to be.

 

You can certainly revise the document format and start with version 1, as long as you state why the revision was made.

 

But why would you want to do that when (presumably) there have been no nonconformances in section 3.2.1 over the last 6 years?

 

That being said, and pardon any fomatting errors, here is what the footer of all of our controlled documents looks like:

 

Document #: XXXXX                                                    Effective Date: XXXXXX

Created By: XXXXXX                                                   Version: XX

Approved By: XXXXXX                                                 Page X of X

 

Marshall

Edited by mgourley, 06 February 2025 - 10:19 PM.

[chebasilit]

Yes that's right there is no nonconformance however the previous owner keeps on changing the revision number for every review year, change of name and just for spelling therefore the revision number already upto 2 digits as of today if in case I revise it then. 

[mgourley]

There is no need to revision the document when it is reviewed or if the approval authority changes (assuming your method of approval does not have someones name). 

If you change a document because of a typo, as long as it does not affect the context of the document, I don't see why that would require a revision.

 

Marshall

[chebasilit]

I mean no I would not do that (change of revision number just for typo) that is why I like to correct this going forward and if in case there is someone else handling the documentation besides me which is they don't need to add the document owner's name and approval authority.

 

So it means I really need to follow the format below?

 

That being said, and pardon any fomatting errors, here is what the footer of all of our controlled documents looks like:

 

Document #: XXXXX                                                    Effective Date: XXXXXX

Created By: XXXXXX                                                   Version: XX

Approved By: XXXXXX                                                 Page X of X

 

or could I create general one like this below and not the name?

 

Document #: XXXXX                                                    Effective Date: XXXXXX

Created By: Quality Assurance                                                  Version: XX

Approved By: Managing Director                                                Page X of X

 

Thanks

[mgourley]

You don't need to follow the example I gave, but it works for us and all the auditors we have had. The BRCGS Standard is mute about who creates the document, but is specific about "who" approves them.
So if your policy says that the "Managing Director" is responsible for approving documents in the quality management system, you are good.

 

Marshall

[chebasilit]

Thank you for detailed information