5 replies to this topic

[r_johnson]

Who owns a document or procedure? How does a QA system determines who owns a particular process? Trying to build a process of establishing ownership of documents and procedures.

 

[kingstudruler1]

I'm not sure there is a one size fits all answer.   

 

You want to have a procedure on who can create and approve procedures.    It may be that anyone can create, but only those knowledgeable of the process, food safety aspects, and regulatory implications of the procedure can approve.  The goal is that you have one approved procedure, and everyone knows how to access it as needed.   

 

IMO the quality department usually takes on most of the burden.   It can certainly be broken up though.  It might make sense to HR or a training person to oversee the training procedures and process.   Or, maintenance may create their procedures, PMs, work orders, chemical info etc.   Or, if there is a sanitation manager, they may oversee the sanitation procedures and process.  It could be more of a "team" concept.  If there is a certain food safety standard in place, the creators and/or approvers should also have knowledge of the standard to ensure all requirements are met.   

 

It really depends on the talent and knowledge available.   

[Charles.C]

Who owns a document or procedure? How does a QA system determines who owns a particular process? Trying to build a process of establishing ownership of documents and procedures.

Your query often operationally breaks down into whether an activity is "owned' by "Production" or "QC". The answer IMEX is often based on "Leverage".

[Philips]

In my way of doing things, documents are owned by the process owners. Whenever, I am establishing a system be it quality, food safety or health and safety, I ensure the process owner be the one establishing the documents for ownership. This is more so especially when you are conducting the audits, if the process owner can't demonstrate knowing and understanding the content of the document, then there is a system breakdown. Once the documents are established by those who own the processes, then they are reviewed and approved by those who not only understand the processes but whether adequate controls have been put into the documents in management of the processes. While establishing the docs, of course there is need to liaise with the one who understand the best format / structure of the documents; usually the one who is nominated / appointed to coordinate the affairs of the system being established. e.g In maintenance if there is a procedures on routine maintenance, breakdown maintenance and preventive maintenance, I would expect the engineering department techs to establish the procedures, then the head of department review and approve the procedures. the coordinator will however liaise with the techs in establishing whether the food safety controls features have been included, e.g does the procedure recognize the necessity of engineering hygiene clearance after any engineering activity.

[SHQuality]

Whatever setup you choose, it is important that if other teams get the ability to create or change procedures, Quality is always given final approval, so these changes do not negatively affect the food safety.

[Hoosiersmoker]

I've always understood that the person who creates, changes, eliminates or stores the documents "owns" (controls) them. In my world, as food safety manager I own all documents within our Food Safety program. Our Maintenance Manager determines content of all maintenance procedures, Learning and Development content of all the training and onboarding procedures etc. I meet with them annually to discuss that content and need for changes / revisions. The changes to procedure are physically made by me hence, document control IMHO = ownership.