We have a lot of physical documents at our manufacturing site, for a variety of reasons. A mandate from our new management is that all physical documents on the floor must be controlled. Which is generally fine, but we have a few areas where things get a bit fuzzy.
The big question currently surrounds forms. Ordinarily, all of our controlled documents are stamped "Controlled Copy" at the bottom, but not our forms. We are trying to find the best solution...our electronic documentation system is painfully slow, particularly on the production floor, so printing out copies at the time they are needed would be very time consuming. Our Quality Manager wants us to post a single controlled copy on the floor, and make copies of that as needed...but is a photocopy of a controlled copy still considered controlled?
Our previous process has been for the leads/supervisors to print a small batch of forms when the slot for them was emptied. But we also have a rule in place that any document that is printed must be destroyed within 24 hours, to prevent old revisions from circulating.
What do other sites do? We are in the midst of revising our Document System procedure now, any guidance would be appreciated.
There are a zillion possibilities on the interpretation/implementation of "Controlled". All IMEX are likely to have some practical disadvantages. eg -
(1) Some Companies use the Ultimate responsibility avoidance on all documents, eg an explicit "Uncontrolled when Printed." Usually implies direct PC access.
(2) Others go to the opposite, equally simple, extreme, all documents/copies must be Controlled and are footer-printed accordingly.
And various in-between, eg "controlled documents include the text "Valid on the day of printing" which assists method mentioned in OP but obviously demands automation/Validation/bravery.
It is unclear to me as to the specific interpretation of "Controlled" being used in this Situation.
"Simple" photocopying/distributed Master binders are recipes for disaster IMEX unless internal controls are impeccable.
Maybe easier to simply ask yourself, do the documents/document distribution in use validatably conform to the basic/Standard's documentation requirements, eg are up-to-date, authorised.?
If No, then the presence/trust in the word "Controlled" is clearly meaningless.
IMEX, direct supply of such documents on the Production floor is best avoided altogether unless access to a master Shared drive is possible.
Use of coloured/customised paper from a controlled source is one option for "controlled" documents but this can be insufficiently convenient for some Companies.