J
JaimeB
I'm trying to close a possible gap in our document control procedure. Currently, the procedure states "Employees may reference printed documents; however they are required to verify that the printed document is the current and approved version by verifying this information in the PDM (our document management software)" and "Printed copies are marked 'For Reference and Internal Use Only.' While these documents are up-to-date at the time they are printed, there is no effort to maintain the copies after printing."
Now, the real world. Our technicians will frequently print ladder diagrams and take them to the point of use (very far from a PC terminal where the electronic document could be accessed). They mark up the diagrams with notes and changes while they are completing whatever electrical work they are doing. Additionally, it is technically possible (not likely, but possible) that another technician/engineer might make changes to the diagram and release a new version of it without employees using the diagram in the field being notified.
Questions - What is a reasonable way to cover this in our doc control procedure without over-encumbering our technicians with additional steps? I've read that some companies use a "log" to track where paper documents are, but is this the best way? Is the fact that marks/notes are made on the document a problem?
Thank you in advance for your time!
Now, the real world. Our technicians will frequently print ladder diagrams and take them to the point of use (very far from a PC terminal where the electronic document could be accessed). They mark up the diagrams with notes and changes while they are completing whatever electrical work they are doing. Additionally, it is technically possible (not likely, but possible) that another technician/engineer might make changes to the diagram and release a new version of it without employees using the diagram in the field being notified.
Questions - What is a reasonable way to cover this in our doc control procedure without over-encumbering our technicians with additional steps? I've read that some companies use a "log" to track where paper documents are, but is this the best way? Is the fact that marks/notes are made on the document a problem?
Thank you in advance for your time!