Issue date (Definition of) and Control of 'Rapid Forms' (store bought)
Doc & Data control.... everyone's favorite!
I am by no means a consultant, but I have helped to implement QS-9000 TE within our
organization. I Have been trying to help another colleague at a different company help set up
their ISO-9001:2000 system. I really need some clarification.
1) Documents have to have an issued date on them and a revision indicator. Currently, they
are using the following: "Issued date, revision date and revision date".
a) we have benchmarked other companies and they say that the issue date is the
"ORIGINAL" date the document was created. It never changes with any updates to the
b) Their consultant says that the issue date is the date that they distribute it to the company
every time the document is updated and the revision date is the actual date that they
updated it in their "system"
So if anyone can tell us or lead us to know what the correct interpretation in, it would be
2) The next question: The company does not have any controlled document numbers, issued
dates, revision dates or revision levels on their forms such as purchase orders that they order
from a printer, or requisition forms that they purchase as a "stock item" like "Rapid Forms".
They had been previously been told that they don't require the controlled document numbers on these forms. I do know that this is very much untrue, as these are quality forms. The problem now is that they
had ordered at least a year supply of these forms. They are a VERY small Mom and Pop type
organization with 8 employees and they can't afford to purchase new ones. They were
stamping these forms or writing on the controlled doc number, revision level etc. But again, I
had told them that this was not acceptable, defeating the purpose of a controlled document. . The only thing we can think of is to write it in the procedure that these types of forms (ordered from the printer or are "Rapid Forms") do not have a controlled document number etc. on them that they are controlled at the
time that they are purchased via approval from the MR. The MR would then have on file a copy
of what they approved, and their Master Index of Controlled Documents would show the date
in which the forms were ordered and any revisions to them.
Are we going down the wrong path? Any help is truly appreciated.