Uncontrolled Pictures of Packaging Posted on Walls

[Jersey1]

We've had some issues with our packaging and have pictures posted on walls as uncontrolled copies. not sure if these violate doc control:
1 a part we buy was found to be defective. the manufacturer corrected the problem, we removed all the parts we knew of. But in case we missed any we put on some walls pictures of a good and bad part so the plant floor people can remove if seen. these pictures are not part of any document, was a one time issue. I think this is OK but looking for advice.
2 we've created a WI on packaging appearance, with pictures. We put copies of these pictures in shipping but the posted pictures are uncontrolled. I think these can't be on wall if they come from a WI.
part B of this, if I put pictures that are not part of a WI would that be OK?

 

[Ajit Basrur]

Jersey1,

You are refering to this "Defect Library" which is very much required and a great tool to show good and bad parts.

You should have a controlled document that lists all defects found currently and have the personnel trained. This library is also dynamic and should be revisited when ever a new type of defect is noted.

Hope that helps.

 

[maaquilino]

We've had some issues with our packaging and have pictures posted on walls as uncontrolled copies. not sure if these violate doc control:
1 a part we buy was found to be defective. the manafacturer corrected the problem, we removed all the parts we knew of. But in case we missed any we put on some walls pictures of a good and bad part so the plant floor people can remove if seen. these pictures are not part of any document, was a one time issue. I think this is OK but looking for advice.
2 we've created a WI on packaging appearance, with pictures. We put copies of these pictures in shipping but the posted pictures are uncontrolled. I think these can't be on wall if they come from a WI.
part B of this, if I put pictures that are not part of a WI would that be OK?

As an auditor, whenever I found anything posted on a wall, if it wasn't controlled then it was a nonconformance. Lots of people put up cheat sheets on their walls, but then they don't update them when the process changes so they're not following the process correctly anymore. Same thing can happen with pictures. Ajit's suggestion about a controlled library is a great idea.

It sounds like in part 2, the pictures you've posted are the same as the ones in the WI. If that's the case, your document control procedure should describe your process for WI's, how any pictures in WI's are controlled and how they are updated when necessary. It could be as simple as having an attachment to the relevant WI, listing what pictures are posted on walls and where they're located. This way, any time the WI is updated, the pictures will also be reviewed to see if they need to be updated also. Since these pictures are part of the WI, any time a part changes the WI (or even just a picture) would need to be updated.

 

[AndyN]

If an organization uses any - let's use the ISO 9001:2015 terminology - "documented information" to guide people in what's acceptable, then yes, that documented information must be controlled. Someone looked at it and said (to themselves at least) "That's not acceptable" or similar. So, in effect, they authorized the photos for use. They just didn't put them in to your document control process (which may be too complicated, perhaps?)

 

[RoxaneB]

To echo the points made by Andy and Ajit, if someone believes the information contained in the picture is critical to the ability to meet requirements, then it should be controlled in some manner.

If your document control system is too complex or does not allow for pictures (like the software currently in place by my organization), then creating a library as suggested by Ajit may be the way to go. Essentially, you'll be attempting to develop a system that controls hard copies.

 

[Jersey1]

thanks for the reply. I took down the pictures, the pictures from the WI- I'm putting a controlled copy of the WI on the floor. the undocumented example I took down for now, creating a library is a good idea.
I'm finding notes in various places, not sure where they came from or who put them up. I think they all have to come down until I find out more. what about reminders, like- 'turn in all paperwork to clerks'?

 

[BethP]

Regarding the pictures and other notes that are posted around the work spaces, you may want to see these as opportunities to identify process gaps. While understandably you want to make sure you don't have uncontrolled content, handwritten / worker driven postings give clues to what work instruction cheat sheets may be needed. Perhaps you could have a monthly or quarterly audit of the building to gather copies of user posted content to determine whether procedures need to be updated to reflect these. Use them as a tool rather than as a negative message of, "Don't post anything unapproved." Give people recognition for the best of these.

NOTE: I don't work at an ISO company, so can't speak on how rigidly documents must be controlled.

 

[JaneB]

Use common sense. If it's a short term thing, why not just add a handwritten note on the pics? Eg, 'from WI v2, JBennett 12/01/14'. Don't turn the doc control thing into a rod for your own back.

 

[RoxaneB]

thanks for the reply. I took down the pictures, the pictures from the WI- I'm putting a controlled copy of the WI on the floor. the undocumented example I took down for now, creating a library is a good idea.
I'm finding notes in various places, not sure where they came from or who put them up. I think they all have to come down until I find out more. what about reminders, like- 'turn in all paperwork to clerks'?

Let's face something here...folks are not going to read these work instructions every day and step-by-step. Once things become a routine, WI's aren't usually referred to unless there is a mistake or if the process - and subsequently the document - changes.

Visual management is a tool that you can make the most of here.

If the pictures mean more than the text, including them (along with a reference to the WI#, Rev #, etc.) could be more meaningful than a document.

And as for the "Turn in all paperwork to clerks" issue, without knowing WHEN this needs to be done (i.e., after each inspection or at the end of the shift), you could always put a bright banner or sign on the exit door or the door to the change room that reminds them to turn in the paperwork.

Keep it user friendly and visually appealing.

 

[Phil Fields]

This is an item that we would use a "Quality Alert" Form as defined in our QMS. The Quality Alert is a specific form that can have documented information and pictures added to it. Once filled out, it is signed by the authorized person complete with an end date.