6 replies to this topic

[NorCalNate]

My company has all their documents on OneDrive. Starting a month ago my first task was to do an internal audit which required I review every document related to the SQF program. I found a lot of document issues and have to go back and update quite a few documents. 

 

My question is if I can make the update to the document, update the version# on the document and control registry and move forward with my life... OR.... Do I have to save a copy of the document before I make the change, archive the old doc and then do my updates?

 

It will add quite a bit of time if I have to archive, hoping to avoid that. I think I know the answer which would be noting the change on the document or registry which don't have sections for adding document changes. 

[SQFconsultant]

The option with going on with  your life fits nicely.

 

We use a ledger and note the doc code, corresponding SQF Code # and note what the changes, amendments, etc were, date it and that is it.

 

It really is easy peasy.

Edited by SQFconsultant, Today, 01:06 AM.

[Setanta]

I started out doing the register of change AND saving a hard copy in a 3-ring binder and when no one wanted to see the binder, I stopped and used the register.

[Tony-C]

Hi NorCalNate,

 

Save a copy of the document before you make the change, archive the old doc and then do your updates. Record the changes you make and date in a register.

 

Delete archived documents after a time based on product shelf life and relevant legislation if you wish.

 

Kind regards,

 

Tony

[GMO]

Rightly or wrongly I always believe it to be best to save the old document. Normally only as a PDF so it takes up minimum storage space. It then proves the exact changes if that was ever needed.  While you should also keep a change log it doesn't show everything and if you ever ended up in court, at least you can prove what document was live at the time.

 

I've never found even 100s of PDFs have challenged storage on any business system (nor even my basic Microsoft subscription at home to be honest). So I've never then found a need to delete the archive over time.

[MDaleDDF]

I have a folder in my GFSI main that is old revs, and I keep the dump every old version in there.   It is full as **** and nobody has asked to see it in my entire career.

But I keep them.

[Scampi]

I too keep old docs - e-versions only           and I've actually had occasion to use archived for reference , like when did we really change X  or Y