The Document List and Record List contain...?

[Ingeniero1]

I suspect that everyone may have a slightly differently approach to this, but I wondered how far off I may be.

In our Document List, I have included the Quality Manual, the Document List, Record List, our 23 procedures, and 'many' forms (masters, that is), though not all, yet.
This list provides the number, title, version, dates, owner, department, topic, and archival location* for each document.

In our Record List, I have included all of the forms included in the Document list (as completed forms, of course), other records that do not necessarily start out as a form, plus any records that may be required by the Standard.
This list provides the number, title, retention, responsibility and archival location * for each record type.

* While the archival location for most documents is a computer hard-drive, the archival location for most records may be a file cabinet.

Is this about right?

Alex

[RCBeyette]

Originally Posted by Ingeniero1

In our Document List, I have included the Quality Manual, the Document List, Record List, our 23 procedures, and 'many' forms (masters, that is), though not all, yet.

This list provides the number, title, version, dates, owner, department, topic, and archival location* for each document.

So far so good...although, come to think of it, we don't state an archive location for our documents. But this may because we control our documents electronically through a canned software package which includes an Archive Database.

Originally Posted by Ingeniero1

In our Record List, I have included all of the forms included in the Document list (as completed forms, of course), other records that do not necessarily start out as a form, plus any records that may be required by the Standard.

This list provides the number, title, retention, responsibility and archival location * for each record type.

Sounds good, too...but missing a bit. What about disposition? How will you dispose archived records and who is to do it? Are they simply blue-boxed? Shredded? Purged from the system? Set ablaze in weekly ritualistic meeting? (just seeing if you were reading this...)

Originally Posted by Ingeniero1

* While the archival location for most documents is a computer hard-drive, the archival location for most records may be a file cabinet.

Is this about right?

Where is the file cabinet? We get specific with the location. Is it in the QA Department? Or located in W:\QUALSYS\INTAUDIT\...? Maybe at someone's desk?

When it comes to our records, we enter data for the following:

• Record name
• File name (if electronic)
• Format
• Responsibility
• Active storage location
• Active storage time
• Archive storage location
• Archive storage time
• Filed by (e.g., name, department, year, etc.)
• Indexed by (e.g., date, alphabetic, etc.)
• Disposal method
• Disposed by

[Wes Bucey]

Originally Posted by Ingeniero1

I suspect that everyone may have a slightly differently approach to this, but I wondered how far off I may be.

In our Document List, I have included the Quality Manual, the Document List, Record List, our 23 procedures, and 'many' forms (masters, that is), though not all, yet.
This list provides the number, title, version, dates, owner, department, topic, and archival location* for each document.

In our Record List, I have included all of the forms included in the Document list (as completed forms, of course), other records that do not necessarily start out as a form, plus any records that may be required by the Standard.
This list provides the number, title, retention, responsibility and archival location * for each record type.

* While the archival location for most documents is a computer hard-drive, the archival location for most records may be a file cabinet.

Is this about right?

Alex

For what it's worth, I don't consider a form a record until it has been filled in with data about an activity within the organization. Until then it is simply a document (work instruction?) which shows how the organization wants data organized.

Forms may be modified in appearance, but the data, once entered, becomes an unchangeable record. It is therefore possible to have 20 different forms (appearance revised monthly) as records in the same file (20 separate monthly tallies of production on engine lathe 2) rather than creating a separate file for each form version for the monthly records on the same machine.

[Ingeniero1]

RCB:
The 'instructions' and guidelines for disposition are included in our 'second' procedure, Control of Records. The Records list does include the retention time.

Wes:
You are correct, and I agree, which is why I said, in part: "... all of the forms included in the Document list (as completed forms, of course)..."

In other words, the blank forms are listed in the documents list, and when these forms are completed, they become records, and are listed in the records list.

Thanks,

Alex