8 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 

[Lynx42]

As soon as I know a change will be made, I hit save as and save the new version with the new revision number (Allergen Policy Rev 2).  Once everything is updated and approved I move the previous copy to an archived folder that only a few people can access.  Going forward though, I may do as GMO mentioned and save the old ones as a PDF so there is no question about them being edited after they are obsolete. 

I have had 3 auditors in the last 2 years ask to look at where our old docs are stored.  One, I had to go so far as to have someone in the CSR office prove they didn't have access/visibility to the folder.  They also confirmed one of the old docs matched the info on the new doc and on our master change list.

We do not save paper copies.  

[jfrey123]

2.2.3.3 Records shall be readily accessible, retrievable, and securely stored to prevent unauthorized access, loss, damage, and deterioration. Retention periods shall be in accordance with customer, legal, and regulatory requirements, at minimum the product shelf-life or established by the site if no shelf-life exists.

 

I was always told your old forms and old SOP's are subject to the retention period you've specified for all other records.  It's easy enough to have a yearly folder of all form templates you've made obsolete, moreso if you're looking at everything being electronic.  I like to name my archive folders "z - archive" so they go straight to the bottom of your file folders and are out of the way until needed.  I've had auditors ask to compare a v1.3 form to v1.2 to see if what we actually changed matched the signed record when we did the change form on the form.