Best way to store NCP and CAR and PAR Records

[JaimeB]

Hello!

I am looking for some advice on NCP and CAR/PAR record storage. What works well for you? My company is looking to get AS9100C certified, and we've just begun with the implementation of a QMS. Currently, NCPs and CAR/PARs are stored willy nilly if at all.

We have an electronic file management system, and I'm wondering if it makes more sense to store all NCPs/CAR/PARs in one central location or if it is better to store them in the same folder as the project to which they are related. I know what my gut is telling me, but since I'm new to this I would love your expert opinions, and perhaps pros/cons for each method.

Thanks all!

[Marc]

A quick "Bump" in case someone here has any ideas.

Personally I'd store them in a specific directory/folder (each with a link to the project) and link to them from the project folder. And I'd use a database rather than (for example) individual Excel files or anything like that.

[db]

Typically, what I recommend is to index records based on the type. For example, all records relating to a job will be filed in a job folder (either electronic or paper), competency records would be filed by name, management review would be by date, etc. It needs to be somewhat logical.

A records matrix could outline what each record is, where it is located, how it is indexed, etc. As Marc mentioned a database solution could help keep this organized (even if the records are paper).

As for NCPs, CARs and PARs, you would need to link them to the specific product, job, process or whatever. Just filing them by initiation or close date might make them difficut to recall. Here is where a database would work well. It can cross link the record in a number of ways, enabling quick access to the record. You can do the same thing with a spreadsheet, but it would take longer. Also if set up right, entering new records would be a lot quicker in a database format.

[Jennifer Kirley]

We store all our CARs etc. in electronic format, in an online filing system using MS Office - I am known to scan in hand written copies and save them too, as .pdfs. They are numbered and that identifier is cited to link the CAR etc to a project. "See CAR #ABCXXX"