Tips on retrievable records - 4.2.4 in ISO 9001:2000?

Does any body have any tip to share about how to ensure records retrievable (4.2.4 in ISO 9001:2000) ?

Our procedure is: identify and file in a designated place under somebody’s responsibility, who also has to take care for conservation conditions. For electronic files we have a back-up in a safe place.

any advice will be very welcome and in return the sender will receive a lot of thanks

here some in advance: thank you!
angelica

Dear Angelica:

I think that if the person responsible to take care of the record keeping is good enough, there should be no problem. However, can you find at least one very responsible person from Each Departement to control individual records as different departments have A LOT of their own records as well?

For official records like company manual (ISO or HACCP manual), we made accessible to all the team members and personnel with executive level and above through company's intranet. They are given a password each. Amendment to the documents will be informed through e-mail. An acknowledgement of receipt is compulsary.

Records of kept by individual departments.

Dear YongYM


angelica

Angelica,
As regard to electronic records, I strongly recommend to keep the backup in a fire proof safe and also if possible a copy outside the company.
Moreover, you should test the effectivness of the backups by restoring few records to see if the backups really work.

Hope I helped a little bit. We found this method very useful and very useful to prevent unpleasant surprizes.
Moshe