What is Documentation "Flow Down"

[irish01]

Hi Everybody,

I ran a quick "word search" and could not find anything that seemed immediately relevant so here goes:

I was reading the slides under "implementing a ISO 9001:2000 QMS" on this forum and came across one slide that talked about how documents should always exhibit "flow down" but not "flow up". I'm assuming this means that upper level documents may reference lower level documents, but the lower level should not reference upper level docs.

I am in the process of simplifying our documentation system--we already have an ISO certified system. I have to add a few more Level 2's for our company that we need. I am plundering through some old/existing documents for reference, many of our Level 3's show a reference back to a Level 2.

According to the slide and things i've heard in the past, this should not happen. But wouldn't you want your Level 3 user to know what Level 2 the L3 is stemming from--and need to show the reference? Just trying to see if I understand the explanation correctly.

Thanks!

[ddunn]

I believe the statement of "flow down but not flow up" means that level 3 documents should contain sufficient information to satisfy the level 2 stated requirement without having to refer back up to the level 2 document. This does not mean that the level 2 document cannot be referenced as the source of the requirement.

[irish01]

Yes, that does make total sense. I guess i have been so wrapped up in "titles" and "numbering" that I didn't even think about flow down = appropriate flow down of the ISO text. :-) Thanks!!

[SteelMaiden]

In Reply to Parent Post by irish01

I was reading the slides under "implementing a ISO 9001:2000 QMS" on this forum and came across one slide that talked about how documents should always exhibit "flow down" but not "flow up". I'm assuming this means that upper level documents may reference lower level documents, but the lower level should not reference upper level docs.

I think you are correct. Typically, a work instruction should be written with enough detail to complete a task that you shouldn't have to refer to a higher level, (less detailed) document. Quality manual contains references to the procedures that support policy, the policies contain references to the work instructions explaining how to perform the tasks. BUT, and there is always a but, do what works best for you and your company.

added: It looks like whilst I was strining words together, you pretty much got the answer. lol.

[Marc]

In Reply to Parent Post by ddunn

I believe the statement of "flow down but not flow up" means that level 3 documents should contain sufficient information to satisfy the level 2 stated requirement without having to refer back up to the level 2 document. This does not mean that the level 2 document cannot be referenced as the source of the requirement.

That's pretty well what I meant when I wrote that. In retrospect I should have been clearer in my wording and explanation. I originally wrote that quite a few years ago. At the time I was working with very large companies where a satellite location (such as in another country) or lower division of the company was writing documents that referred to specifics in corporate documents and sometimes contained 'exclusions' that the upper level documents did not allow for.

The upper level corporate documents typically are meant to be 'constraint' or 'umbrella' documents and are hard to get changed. 'Local' (lower level) documents are relatively easy to change. So in short, write lower level documents within the constraints of higher level documents that control content of lower level documents and let the higher level documents speak for themselves (don't word for word cite parts of an upper level document). Often times there were also language issues.

I don't think this is as much of an issue these days as it was 10 or more years ago. Document control has changed significantly with the advent of documents being online and document control software which these days can cover multiple locations and such.