7 replies to this topic

[kristenconradi]

Hi all,

 

I'm new to a company that works under SQF. Our previous QA manager did not have an organized way of naming documents making it really difficult to find them in the system, among other things. How have you set up your SQF documents? How did you numerically name them to keep everything organized? Any tips would be greatly appreciated!

 

Kristen

[jfrey123]

Some like to number their documents to match SQF's scheme.  I personally don't like it because when a new standard gets published (like edition 10 later this year), you have to redo your entire program.  However, I've always liked the 4 digit identifier system, just written to my own book and not specific to their requirements.

 

Take 19.0.0.0 as an example.  First number is a "chapter" in my FSQMS, 19.0.0.0 would be the Program document broadly describing my maintenance program's requirements.  Second number represents the SOP's, so 19.1.0.0 might describe the SOP for equipment PM's, 19.2.0.0 might prescribe frequency for all listed equipment in my facility, etc.  Third and fourth digits get into more specific SOP's, so 19.1.1.0 might start the SOP's for specific pieces of equipment, and I can always add a document in between 19.1.1.0 and 19.1.2.0 by labeling it 19.1.1.1 (say an extra piece of info is needed for that first piece of equipment).

[Touchdown]

I agree with jfrey123.  At first we number our documents with the SQF Code, but in issue 7 or 8 SQF change their number system within the code.  So we change our number system for us.  What we did was made a register of all the documents and link them to the SQF Code.  
 
Also in the procedure itself we link the SQF Code(s) that goes with it.  For example

 

 

  Procedure - Raw, Finished & Packaging Standards - Procedure No. 1.0.6 

 

The first section in the procedure is a link to which SQF Code this procedure address. 

 

SQF Code 2.3.2 - Raw and Packaging Materials

SQF Code 2.3.5 - Finished Product Specifications

 

Hope this help. 

[SQFconsultant]

We use the SQF code books and run the code number/document name as shown in the code book -- in sequence.

 

If there are accessory docs that are placed behind the code numbered document we just add a letter code - such as 2.3.1A, 2.3.1B etc.

 

One of my first SQF Auditor assignments was with a company that did this and it was so helpful as an Auditor to be able to not have to jump around through some pet numbering systems, etc so much so, that when I became a Consultant that was how we set up clients systems.

 

It's just so dam easy for all involved.

[jfrey123]

We use the SQF code books and run the code number/document name as shown in the code book -- in sequence.

 

It's just so dam easy for all involved.

 

True, but in one of the last updates to SQF required all of us to provide "objective evidence" when auditing ourselves to the code (2.5.4.1 ii).  Easy time and place to have the SQF checklist in order with your notes to which of your program/SOP covers the requirements without requiring a full rewrite of the book each time SQF decides to change things around and add items.

[G M]

We use a similar multi part document number, but the value has nothing to do with the code numbers.  Only a small portion of our documents are SQF specific, and I don't feel like maintaining multiple copies of the same program just to make them feel special.  

 

Instead, for each auding scheme I make an outline of their code and list which of our programs fulfil each section.  The auditor can go down the list filling their checkboxes and I'll pull up the relevant matching programs.

[G M]

...

It's just so dam easy for all involved.

 

Except when you have to renumber hundreds of documents every couple years just because they renumbered theirs.  I have better things to do.

[kingstudruler1]

I use the standards numbers like Glenn.   

 

As other stated, the down size is the need to change numbers when the standards change. 

 

I like it for two reasons that may not be applicable to others.    First, I normally am working with people unfamiliar with the standard.   It helps them to easily find docs during audits, etc.   Second, if using a manual orgainzed by clauses, the auditor can easily  page throught as they normally follow the standard in order.   

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