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document control, documents and documentation (general), documents of external origin, forms and templates (general)
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  Post Number #1  
Old 7th December 2011, 11:25 PM
tina014

 
 
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Thank You! External Document (Documents of External Origin) Control Template example wanted

Hi Guys,

I need help regarding External Document Control. Our auditor request a sample of external document masterlist, i really don't know how to start this one. Can somebody help me with this?

Thanks in advance.

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  Post Number #2  
Old 8th December 2011, 12:02 AM
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Marc

 
 
Total Posts: 26,665
Re: External Document (Documents of External Origin) Control Template example wanted

It depends upon the external documents. There are standards and specifications, there are customer supplied prints, quality manuals, and a lot of other types of documents of external origin.

How your company controls *each* of these is the issue. In many companies, for example, engineering controls customer prints while QA controls customer documents such as Supplier Quality Manuals. On the other hand, some companies use a centralized document control department in which case there is typically a "Master List".

Can you tell us a bit more about what documents of external origin you company has and which department (for example) controls which ones?
  Post Number #3  
Old 8th December 2011, 01:05 AM
tina014

 
 
Total Posts: n/a
Re: External Document (Documents of External Origin) Control Template example wanted

Hi Marc,

Im from compliance team. Im talking about any external documents whether its from client or supplier. Im asking you how to create a template or sample masterlist of external documents.

Do I need the Doc. No? the Doc.Origin? the Doc.Format? something like that.
  Post Number #4  
Old 8th December 2011, 05:36 AM
Marc's Avatar
Marc

 
 
Total Posts: 26,665
I Say... Re: External Document (Documents of External Origin) Control Template example wanted

Well, assuming you're not a large company I'd just make up a spreadsheet.

Basics are:
Document Name
Document Number (if any)
Date of Document
Revision Level of Document (if any)
Source of Document
A few columns to put in any date(s) you checked to see if it is the "latest revision" (if appropriate)
Responsibility for ensuring it's the latest revision level (if appropriate)
Location (where it's kept)
That kind of basic stuff.

The key is whether each document (such as a standard) is the current revision.

But - There are times when having the latest revision isn't necessary. An example would be where a contract calls out an obsolete standard. You see that sometimes.

Hope this helps a bit. Some others here will probably have some suggestions.
Thank You to Marc for your informative Post and/or Attachment!
  Post Number #5  
Old 8th December 2011, 11:53 AM
Chris_Anderson

 
 
Total Posts: 39
Yin Yang Re: External Document (Documents of External Origin) Control Template example wanted

External documents may also have a document owner or custodian inside the company and a retention period. Tracking external documents is similar to tracking records.
  Post Number #6  
Old 14th December 2011, 01:55 PM
ehatheway

 
 
Total Posts: 7
Re: External Document (Documents of External Origin) Control Template example wanted

My company is also working on this area.

I don't know where to draw the line between an external document begins (ISO9001:2008, ESD 2020, etc) and a design input (such as a customer specification or drawing). Does anyone have a recommendation?
  Post Number #7  
Old 15th December 2011, 04:46 AM
Raffy's Avatar
Raffy

 
 
Total Posts: 851
I Say... Re: External Document (Documents of External Origin) Control Template example wanted

On the upper left portion, DAte of Change was reflected since for every new or revised updated from the template said date varies.
Document No and Revision, Document Title and/or Description, Reviewed By, Date the Document was sent for review, Due Date (normally ten working days for TS requirement), Action Item, Change Notice Number (if any), Person-In-Charge and Status.
Hope this helps.
Best regards,
Raffy
  Post Number #8  
Old 15th December 2011, 04:51 AM
Stijloor's Avatar
Stijloor

 
 
Total Posts: 15,334
Re: External Document (Documents of External Origin) Control Template example wanted

Quote:
In Reply to Parent Post by ehatheway View Post

My company is also working on this area.

I don't know where to draw the line between an external document begins (ISO9001:2008, ESD 2020, etc) and a design input (such as a customer specification or drawing). Does anyone have a recommendation?
An external document can be used as design input. The key characteristic is external. Any document used in your quality management system but not produced by you. A simple matrix attached or linked to your document control procedure will suffice.

Stijloor.
Thanks to Stijloor for your informative Post and/or Attachment!
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