Dear Denzoo,
I really need some guidelines to document controll for our company.
1. we practically use label/stamp to controlling document in our company.i.e. Master Copy for the original one, Controlled for copy document and uncontrolled for ???
is there any rules in using those label and how?
Guidelines for above are as under. But remember, these are only guidelines or some of the many good practices. These are NOT STANDARD PRACTICES. These are not stated in any standard (or at least as far as I know) . However, once documented, these guidelines become standard practices for the particular company.
1. Color Stamping is generally considered as a good practice, especially when your documentation system is
manual based. Stamping is a visual tool that prominently indicates what is controlled and what is not. Another advantage of stamping (which IMO you are not using) is that there is no need to stamp documents other than controlled document as "UNCONTROLLED DOCUMENT". Instead, you can clarify by writing in your procedure that "all documents (except forms/formats) without stamp or photocopies of stamped documents are considered as uncontrolled."
2- Usually blue color stamp is used for identification of controlled document and red for old or obsolete document, if retained for some purpose. Color is a visual indicator that helps to promptly identify controlled document and obsolete document.
3-It is a good practice to keep a copy of obsolete document because some time you need it as a reference.
2. one case, we have an internal form (listed in our master list) but distributed externally. what's the rule for that kind of doc.
If the person or department to whom you are
distributing your document would need the updated document whenever it is revised, you should have a control over that document too.
The example is a format for recording inspection results to be recorded by a manufacturer. The format, might be designed by an assembler, contains specifications for inspection. Whenever specifications change, checklist should be updated accordingly so that manufacturer use the updated form next time. Another example is parts drawings provided by assembler to vendor(s). Whenever design is changed by the assembler, the updated drawing should be sent to all those vendors who were using the old drawing.
You can control such documents with stamping and proper distribution sheet. But remember, whatever you do, you should write that practice in your procedure so that you or any body else would be well aware of the standard practice of your company.
If you are
distributing a record, they need not to be controlled. Only updated records need to be distributed with update information.
For Julie,Here is a sample flow diagram for understanding the control of documents.
draft.jpg 117.05KB
162 downloads
Hope it works! 
guidelines to document controll for our company.
