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Distribution List of Documents

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  #1  
Old 7th March 2011, 03:35 AM
Ettore

 
 
Posts: 292
Question Distribution List of Documents

From many years ago (more than 20 year), we have a system for document control for record old lists of distributions.

Ours actually procedure don’t give prescriptions about that and Iso 9001 too.
Ours "thirth part" auditors never have asked to see old lists of distribution.

In the actual situation the system adds a new record for every records of distributions list.
So that if the lists of distribution is composed of ten records the system add again ten record recording again all the contents of the old distributions list changing only the revision, and the date of distributions.

But, if nobody never asked to see at whom were assigned old editions of documents, for what scope we have to take in memory the old distibutions list?

So that I’m thinking to change the system from “add record” to “edit record" just changing to index of review, and distributions date in the old record of distributions list

What do you suggests ?
Your system for documents control is built for record old lists of distributions.?


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  #2  
Old 7th March 2011, 04:36 AM
Ka Pilo

 
 
Posts: 610
Re: distibutions list of documents

What do you mean by "edit record"?

If you edit the record you cannot identify the old one and won’t enable traceability. And by the way, you can only edit documents, not records.

Last edited by Ka Pilo; 7th March 2011 at 04:43 AM.
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  #3  
Old 7th March 2011, 05:57 AM
Ettore

 
 
Posts: 292
Re: distibutions list of documents

Quote:
In Reply to Parent Post by Ka Pilo View Post

What do you mean by "edit record"?
..... won’t enable traceability.
I mean "The traceability of old revisions of list of distributions is necessary?" (For what concern the traceability of the document I forget the say that i have another master list for records of all revision of a document, I was referring just to the master list of list of distribution)


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Last edited by Stijloor; 7th March 2011 at 06:20 AM. Reason: Record set = Master list
  #4  
Old 7th March 2011, 07:21 AM
Ettore

 
 
Posts: 292
Re: Distribution list of documents

I'm sorry i meant recordset like more than one record or better "Table" where was recorded more than one record

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  #5  
Old 7th March 2011, 08:44 AM
Bogie

 
 
Posts: 76
Re: Distribution List of Documents

I have never kept records of old distribution lists, just the current list. Doesn't really matter where/who used to have a copy - just where/who currently has a copy, so that the document can be recalled in the case of obsoletion or revision.
Thanks to Bogie for your informative Post and/or Attachment!
  #6  
Old 7th March 2011, 09:42 AM
Ettore

 
 
Posts: 292
Re: Distribution List of Documents

Quote:
In Reply to Parent Post by Bogie View Post

I have never kept records of old distribution lists, just the current list. Doesn't really matter where/who used to have a copy - just where/who currently has a copy, so that the document can be recalled in the case of obsoletion or revision.



for yours clear answer

  #7  
Old 10th November 2011, 11:56 AM
Natalie Moodley

 
 
Posts: 5
Re: Distribution List of Documents

I have been tasked with a project. To control every manual document on our plant. I was told that the first step would be to draft a document distribution list. I am new to QMS. Can anyone help me with a Doc distribution list template? Please.
  #8  
Old 22nd November 2011, 09:03 AM
michaelrm's Avatar
michaelrm

 
 
Posts: 45
Re: Distribution List of Documents

Screen dump - from our system showing distribution list-
may give you an idea may not, for information only
Attached Thumbnails
doclist.png  
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