Do you need to save hard copies of obsolete documents?

[lisa727]

Do you need to save hard copies of obsolete documents if we save them in an obsolete folder on our system?

 

[AndyN]

Do you need to save hard copies of obsolete documents if we save them in an obsolete folder on our system?

Hi Lisa! Welcome!

The straight answer is no, not if you don't have an (externally imposed) reason to keep them as hard copy.

 

[dsanabria]

Do you need to save hard copies of obsolete documents if we save them in an obsolete folder on our system?

No requirement in the standard to keep obsolete documents however, check with your customers on their requirements.

 

[DavyS]

The only reason I can think of for keeping obsolete documents is to show what the current approved process was at the time work was carried out. Which will only be needed if there is an issue.

But if you have them backed up electronically, I can't see any reason to keep the dead tree version - unless, as mentioned by AndyN and dsanabria above your customer has some strange requirement.

 

[AndyN]

The only reason I can think of for keeping obsolete documents is to show what the current approved process was at the time work was carried out. Which will only be needed if there is an issue.

But if you have them backed up electronically, I can't see any reason to keep the dead tree version - unless, as mentioned by AndyN and dsanabria above your customer has some strange requirement.

If an organization uses a "document change request" or similar form to control/approve/issue changes, the actual document isn't necessary for retention. Also, don't forget regulatory agencies COULD require previous copies to be retained, not only customers...

 

[lisa727]

If we keep electronic copies of the obsolete documents do we need to validate our computer system?

 

[AndyN]

If we keep electronic copies of the obsolete documents do we need to validate our computer system?

Hi Lisa:

What are you thinking when you say "validate"?

 

[lisa727]

Checking that the system meets specifications and that it fulfills its intended purpose.

 

[AndyN]

Checking that the system meets specifications and that it fulfills its intended purpose.

If, in simple terms, a computer is used to store data and retrieve it, do you have doubts it can do this, repeatably?

 

[Howard Atkins]

You do not need hard copies of anything

ISO 9000:2015
3.8.5 document
information (3.8.2) and the medium on which it is contained
EXAMPLE Record (3.8.10), specification (3.8.7), procedure document, drawing, report, standard.
Note 1 to entry: The medium can be paper, magnetic, electronic or optical computer disc, photograph or master
sample, or combination thereof.
Note 2 to entry: A set of documents, for example specifications and records, is frequently called “documentation”.
Note 3 to entry: Some requirements (3.6.4) (e.g. the requirement to be readable) relate to all types of documents.
However there can be different requirements for specifications (e.g. the requirement to be revision controlled)
and for records (e.g. the requirement to be retrievable).
3.8.6 documented information
information (3.8.2) required to be controlled and maintained by an organization (3.2.1) and the medium on which it is contained
Note 1 to entry: Documented information can be in any format and media and from any source.
Note 2 to entry: Documented information can refer to:
— the management system (3.5.3), including related processes (3.4.1);
— information created in order for the organization to operate (documentation);
— evidence of results achieved (records (3.8.10)).
Note 3 to entry: This constitutes one of the common terms and core definitions for ISO management system standards given in Annex SL of the Consolidated ISO Supplement to the ISO/IEC Directives, Part 1.