SSOP Access to Plant Employees

Hi All,

I was wondering how you give access to your policies, procedures, and SSOPs to plant employees? Do you use binders at their machines? Do you post signage? Do you use all electronic? Trying to come up with the most efficient method and most easily accessible system for our plant.

Thanks!

Hi All,

 

I was wondering how you give access to your policies, procedures, and SSOPs to plant employees? Do you use binders at their machines? Do you post signage? Do you use all electronic? Trying to come up with the most efficient method and most easily accessible system for our plant.

 

Thanks!

Depends on the document. 

Mostly electronic. Any manager/supervisor with a computer log-in has access (no editing rights). 

We do have a binder in the QC office. This is mainly for the USDA inspectors (they like paper versions). 

Employees do get the GMP policy and sign they understand. 

LOTO procedures are laminated and with the LOTO boxes in the production rooms. 

I try and avoid a ton of paper documents for certain documents. The issue being - policies/procedures change. We ran into this problem when another director laminated a policy that did change and the auditor caught it. 

We post work instructions that are laminated (key ring attached to machinery or desk)

They are just the steps to do the tasks with none of the SSOP/SOP fluff ---all the employees need are the basic instructions on the floor (IMO)

I've done it a few different ways. I do suggest if you have electronic access, to either "lock" the document for editing, or save a PDF version for employee access. If they're allowed to print copies, I suggest having a footnote that either prints the print date and time or states it's an uncontrolled copy.

Each shift/area supervisor has their own binder with all relevant procedures/SOPs. Managers may have a physical copy of the entire FSM. I like using those plastic sheet protectors because it keeps the pages from being easily torn out or getting dirty. 

I've also done laminated sheets with basic instructions or reminders posted out at the machine or on the floor. It would either be mounted with a magnet sheet, adhesive strip, or key/binder ring. They were signed and dated by myself or another manager and had the document #'s if anyone wanted to look at the "official" procedure. Like Scampi said, simple is better for folks who don't care about the fluff.

Just don't forget to address the different ways employees have access to this info in your document control policy/program. I've never gotten slack from an auditor as long as the program stated it was allowed. 

We have our documents stored electronically but not everyone has access to the site, so I have a binder in the QA office with all the policies and one at my desk. This is really only possible because I am the one that makes all the changes to documents, so it is solely my responsibility to keep the binders up to date.

locked and on a shared drive, almost everything.

Depends. You might want to keep some manual, equipment related docs in easily accessible place such as conference room. 

You can keep other SOPs, records in QC office. If any employee would like to refer to anything, it should be available.