Retention Period Requirements for all Documents in ISO9001:2008

[KCIPOH]

Hello Cove members,

I would like to know what is "Retention Period" in ISO9001:2008? any action for documents after its retention period?

Appreciate inputs

 

[Wes Bucey]

Re: Retention period for all documents in ISO9001:2008

Hello Cove members,

I would like to know what is "Retention Period" in ISO9001:2008? any action for documents after its retention period?

Appreciate inputs

A document retention policy includes a timely and systematic review of every document to arrive at a decision to

1. keep as is
2. transfer to archive (choose whether original, microfilm, or scanned electronic copy)
3. summarize in a report and discard original and copies, file the report
4. destroy

Plainly, some of the documents "may" need to be retained for future reference, but most will not. Who makes the decision which is kept is crucial to the process - definitely NOT a file clerk and usually not by date or document age alone!

Added in edit:
The initial retention period before review may be different for different categories of document in the system or for every document as it reaches a certain "age." The decision is usually made when a document enters the system what its retention period shall be and a type of index keeps track of the retention date when the document will be reviewed to follow the four steps above. When step 1 or 2 is the decision, a new retention review date is set for that document.

 

[KCIPOH]

Re: Retention period for all documents in ISO9001:2008

Hello Wes,

Thank you for your explanation but i also qurious about those obsoleted document, is retention period effective from the date the document being obsolete? and after N years (retention period specified for the document) the document will need to be decide whether to extend its retention period or dispose off accordingly?

A document retention policy includes a timely and systematic review of every document to arrive at a decision to

1. keep as is
2. transfer to archive (choose whether original, microfilm, or scanned electronic copy)
3. summarize in a report and discard original and copies, file the report
4. destroy

Plainly, some of the documents "may" need to be retained for future reference, but most will not. Who makes the decision which is kept is crucial to the process - definitely NOT a file clerk and usually not by date or document age alone!

 

[Wes Bucey]

Re: Retention period for all documents in ISO9001:2008

Hello Wes,

Thank you for your explanation but i also qurious about those obsoleted document, is retention period effective from the date the document being obsolete? and after N years (retention period specified for the document) the document will need to be decide whether to extend its retention period or dispose off accordingly?

see my addition in red in my initial response.

 

[somashekar]

Hello Cove members,

I would like to know what is "Retention Period" in ISO9001:2008? any action for documents after its retention period?

Appreciate inputs

There is no retention period requirement for all documents in ISO9001 ...
You retain them (the obsolete documents) only for any purpose with suitable identification like knowledge purpose, relevant history of document evolution purpose. whatever other purpose you have ~~~ for however long you want ~~~

 

[Wes Bucey]

There is no retention period requirement for all documents in ISO9001 ...
You retain them (the obsolete documents) only for any purpose with suitable identification like knowledge purpose, relevant history of document evolution purpose. whatever other purpose you have ~~~ for however long you want ~~~

You are correct in that ISO is not prescriptive on retention EXCEPT as it refers to regulatory and business requirements which control WHICH documents must be retained as originals before consigning to archive, converting to other media, or destroying. Those same regulatory and business requirements determine the time period before consigning to archive, converting to other media, or destroying.