Hi,
Our company wishes to keep as many docs on the intranet as possible. (Rather easy).
I'm looking for suggestion on "disclaimers" to put in the footers of printed documents that people have had "success" with.

Examples:
Uncontrolled after printing
Not valid X days after print date.
Etc.

Types of documents we print/copy most often:
Printed Drawings
Control Plans
InProcess Inspection reports
Process Specific work instructions.

We are trying to make "part/process" specific electronic folders. When ever that job/process is scheduled the documents will be printed and sent to the production areas.

I'm looking for tips/idea on what types of disclaimers will help remind people that the "printed" documents need to be returned to their foreman EVERYTIME so they may be destroyed or returned to a storage area.

We plan on putting in procedures and training but a "disclaimer" on the document that people have had success with would be helpful.

FYI: Upgrading to ISO9K2K

Did that make sense?

Thanks
Bob_M

Hi Bob,

Can't tell you I have been successful with this as of yet, not transitioning until May. However, we have all of our documentation on the intranet. We have a disclaimer which prints at the bottom of everthing which states:

The master document is controlled electronically. Printed copies of this document are not controlled. Document users are responsible for ensuring printed copies are valid prior to use.

C Emmons said:

Hi Bob,

Can't tell you I have been successful with this as of yet, not transitioning until May. However, we have all of our documentation on the intranet. We have a disclaimer which prints at the bottom of everthing which states:

The master document is controlled electronically. Printed copies of this document are not controlled. Document users are responsible for ensuring printed copies are valid prior to use.

You may not know if it's "successful" but I certainly like the "sound" of it!

C's statement sounds great. I might steal it in the future. It beats my "uncontrolled copy - for reference only". Of course we train people what that means, too.

We use the same philosophy here as well. We have a statement in our document control procedure that says personnel may print their own copies, but they are uncontrolled copies and that it is the employee responsibility to make sure they are using the current revision if it's uncontrolled (not exact wording). This is actually pretty effective (even though it doesn't sound like it would be) and our auditor had no problem with it.

Richard,

That is exactly what we do as well. We have that text on our intranet too, in the procedures menu...

/Claes

We also have spelled out in the document control procedures that printed copies are not controlled. I have a bot at the bottom of each document in the intrnet that says "not controlled if printed"

Make sure the users know that they need to verify to the lastest level/rev. That's the most difficult issue to overcome. We've had individuals that print them and stash them in their tool box. The next time they need it may be 6 months down the road and they'll never reference back to the master list. Department Managers usually go around a couple days before the auditor comes out to clear any "uncontrolled" docs laying around.

You can use color logos (if people don't have access to color printers), colored ink, etc. We use color logos to identify controled copies and the "Controlled" and Uncontrolled" statement at the bottom of the document.

As usual, Stew makes a good point. Aside from the reminder text "Printed copies of this document are not controlled", etc. make sure everyone is trained to understand what it means, and periodically reminded. And, colors are good. I train everyone that unless the doc. is viewed from the server, or the hardcopy has a RED "controlled copy when this stamp is in red" stamp on it there is no guarantee the doc is current. I pound it into them that 'tis fine to use a doc printed 1 day ago or 6 months ago only IF it is verified as the latest rev. today.

Good points from Stew & Mike,

Randy Stewart said:
---X---
You can use color logos (if people don't have access to color printers), colored ink, etc. We use color logos to identify controled copies and the "Controlled" and Uncontrolled" statement at the bottom of the document.

Yep, We print all controlled copies on paper with a blue corner. That way if someone needs to retain an outdated document it's just a simple matter of tearing the corner off.

However, we don't have a whole lot of paper in the system. We rely mainly on the intranet.

/Claes

We have only original signed documents and intranet documentation, which are controlled.
All other documentation on the intranet includes only the typed names of the persons.
In an instruction we have determined that only intranet documentation and signed copies are valid.
We don´t have had any trouble with this ... up to now.
Thorsten Lehmann

Thorsten,

I would have loved to have your setup and we aimed for a solution with the intranet providing the only valid documents, but alas... We had to settle for a mixed setup.

However, it beats the old paper only system by a mile....

/Claes

Bob

A bit late, but anyway. We use Intranet and this very successful. The intranet is the only source where people have the guarantee that they get a controlled copy.
On printed documents there is a disclaimer "This is a controlled document. Printed copies are valid for seven days from <date> - Check the Intranet to verify that this is the correct revision before use".

Insert <date> in word, and you have a wonderful system. As for the number of days...well, it's your risk assessment. You can use any number as long as you can justify the risk.

I am not chasing documents anymore.

Cheers

PLEASE VERIFY CURRENT REVISION BEFORE USE

This is how we handle it:

Quality Management System documentation is reviewed and approved for adequacy prior to issue.

The Quality Manager is responsible for the control of QMS documentation.
The Master Index of Controlled Documents & Approval Sheet contains the latest revisions.
The Operational Notebook is readily available to employees to ensure their awareness of the relevant procedures and have access to quality management system documentation.

Production documentation for product being built is listed on the Product Matrix for a specific part number. It is kept in a 3-ring binder located in the stock room. The Product Matrix contains the latest revisions of production documentation.
Customer supplied production documentation may be included on the Product Matrix and in the 3 ring binder. When revised or new customer supplied production documents are issued, the product matrix is updated with the change, new revision, initial and date.

Instructions for generating Production documentation is found in SOP 1 Manufacturing Documentation.

Documents are re-approved as necessary to update approved changes and are incorporated into the documentation. Red lining of production documents is acceptable and are identified with an initial and date. They are forwarded to the Quality department for review and approval. Red lined documents must be replaced within 60 days.

Obsolete documents are identified to prevent their unintended use. This is accomplished with either a red stamp or hand written with red ink, “OBSOLETE" or "Reference Only".

The Production Manager is responsible for the data collection and document/router issuances into production and ensures the latest revision of manufacturing and test instructions is indicated.

Employees verify they are using the correct and latest revision of production documentation for the work being done. Manufacturing and Test Instructions are indicated on the traveler. The latest revision is then found on the Product Matrix located in the 3 ring binder for the specific part number being built.

I do keep the original initiated documents on the computer. They are accessable to all employees and I hold training sessions to inform everyone how to get the latest rev.

Works good so far.

Paula
:bigwave: