Removal of Obsolete copies of Controlled Documents

[pinnochio]

I have a very simple question but I just want to get some different ideas.

How do you ensure that all obsolete versions of a document are destroyed to prevent their use inadvertently?

[Stijloor]

In Reply to Parent Post by pinnochio

I have a very simple question but I just want to get some different ideas.

How do you ensure that all obsolete versions of a document are destroyed to prevent their use inadvertently?

Don't print/copy them.

Stijloor.

[Russ]

In Reply to Parent Post by pinnochio

I have a very simple question but I just want to get some different ideas.

How do you ensure that all obsolete versions of a document are destroyed to prevent their use inadvertently?

Track their distribution.

[Marc]

More information is needed, but I assume you are referring to paper documents. Correct?

[Jim Wynne]

In Reply to Parent Post by pinnochio

I have a very simple question but I just want to get some different ideas.

How do you ensure that all obsolete versions of a document are destroyed to prevent their use inadvertently?

The title of your post alludes to "controlled documents." If the documents in question are controlled you will know to whom copies were issued, and you should be able to retrieve them when new versions are issued. Verifying locations of controlled documents should be included in your internal audit process.

[Roland Cooke]

In Reply to Parent Post by pinnochio

I have a very simple question but I just want to get some different ideas.

How do you ensure that all obsolete versions of a document are destroyed to prevent their use inadvertently?

Destroying all obsolete versions of a document within the timeframe you are legally obliged to retain them (e.g. 5 years for manufacturing procedures under the MDD) would be a bad move....

Destroying all copies, whilst retaining the master original in a secure, traceable location, would be a good move....

[MIREGMGR]

Back in the Bad Old Days before we had an effective QMS, we occasionally discarded All Of The Prior Versions Of A Document, only to subsequently discover that we needed one of those versions for a valid reason.

For instance, because an auditor wants to review the state of a requirement at a prior time, or because that prior version is relevantly referenced in the specifications of a process or product that we hadn't run in a while.

Now we definitely don't discard prior documents.

We do of course maintain proper controls over where and why paper copies exist, and over their use for controlled purposes. For all documents that might be subject to later review, we also maintain a chronological effectivity record.

[Ajit Basrur]

I suppose you would have a distribution matrix listing where the controlled copies have been distributed, right ? This

So when a new version is available, replace the old ones with new ones.

Retain the master copy for future reference and shred the remaining copies.