We're in the QMS development pahse shooting for ISO certification by YE. In creating our Document Control system I've got a few forms that I don't really think merit the need for control. Here's an example:

My production manager creates a "production schedule" on an Excel spreadsheet for each employee every week showing them what is coming their way and what order to run jobs in. The guys hang these at their work stations and throw them away at the end of the week. They have no record value at all - just your basic list of things to do. In 4-5 months we will be adding a data collection module to the software we use to run the whole shop which will completely eliminate the need for this Excel sheet. In the meantime can I just put "For Reference Only" across the bottom and leave it at that?

One thing I do on things like this is have the dept manager date and initial the copies he distributes. That gives users an idea on where the stuff comes from, and how long it's been in use. I don't even know if that's useful sometimes, and in your case, I don't see the need to mark anything on these sheets, if their purpose is clearly set and they are not going to be part of your documentation. An auditor may try to get you to mark it, but why? If you, and everyone else in the business, are clear on its use, then that's all that matters.

When it comes to what needs to be controlled, you identify what needs to be controlled and the extent of control needed. There are obviously a number of things that you would always control but you are free to identify items like you describe as outside the control system. I think marking them "Uncontrolled" or "For Reference Only" is a good way to identify them so there would be no question.

If the spreadsheets were a quality record, they should probably be controlled but if, as you say, they get thrown away and are really non-value added, I would say you are justified in keeping them outside your control system.

Dave

Usually, a production schedule is very important as far as communicating requirements, and also for use in monitoring and measurement (on-time, correct requirements, possible corrective actions, etc.) is a copy of the spreadsheet saved (electronic)? My thoughts would be if there is an electronic copy saved, I would state in my QMS manual or procedure that the record is the electronic file and paper copies will not be maintained. Not knowing exactly how your shop runs, or how production is scheduled, this is my best guess. In other words, if this document serves no purpose for you after the schedule is run, why mess with it. If you need to go back to it later for any reason, then you should maintain a copy as a record of what was done. btw, welcome to the Cove!

There are 3 basic questions that we use to determine if a form or doc needs to be controlled:
- Is it a Quality Record?
- Is it presented as Objective Evidence?
- What is the impact on the system?
From the example given I would not include it in the doc ctrl system. Don't make mountains out of mole hills.

:thanx: All good info and all confirmed where I thought I could go with this.

I agree on not having to control the document that will not become a record but if we are to identify it we must be carful how we do so. The term UNCONTROLLED carries a negative connotation. If it is not controlled it may very well not be the latest or the most current information. In fact, you may not be working to the right information at all. I would recommend the philosophy not to ever use an UNCONTROLLED document.

In your case I probably wouldn't even bother to identify them in any manner. They will not be a record and the master is controlled back in the computer someplace. If you really want to ID them I would suggest "REFERENCE" over UNCONTROLLED. If questioned about REFERENCE you would simply say the real copy is in the computer - this is only reference.