Does a Document Distribution List need to be a Controlled Document?

[n_easy]

Many thanks for your help, as always.

n_easy

 

[Pancho]

Many thanks for your help, as always.

n_easy

There is no requirement for a document distribution list in the standard.

But if your organization needs such document in order to "ensure the effective planning, operation and control of its processes" (§4.2.1d), then you must control it, according to §4.2.3.

 

[somashekar]

Many thanks for your help, as always.

n_easy

If you do a separate doc distribution list, its important to you., as it assists you to identify which document is at what revision and where and how many are put in use, and when a revision to any controlled document is made, it must reach all previously distributed centers and help withdraw the obsoletes.
It is important to you, tell me why would you not control this as well ....

 

[n_easy]

If you do a separate doc distribution list, its important to you., as it assists you to identify which document is at what revision and where and how many are put in use, and when a revision to any controlled document is made, it must reach all previously distributed centers and help withdraw the obsoletes.
It is important to you, tell me why would you not control this as well ....

The reason I ask this is because, I am not having one distribution list - I am considering implementing a distribution list per client as we have many documents per client and all controlled documents are specific to those clients.

Now If I made my distribution list a controlled document then I would need to go in to each clients folder to update the distribution list template, which would prove to be very long!

 

[RoxaneB]

The reason I ask this is because, I am not having one distribution list - I am considering implementing a distribution list per client as we have many documents per client and all controlled documents are specific to those clients.

Now If I made my distribution list a controlled document then I would need to go in to each clients folder to update the distribution list template, which would prove to be very long!

This is a list for external distribution? I don't think we were reading it that way. I believe we thought you meant an internal list (i.e., internal to your organization).

What kind of documents are you distributing?

 

[bobdoering]

I guess to pour gas on the fire, I would end to consider the distribution list as a record. Records are not controlled, although the form to keep them in may be. Records are essentially completed forms.

 

[n_easy]

We're distributing documents that outline how care should be delivered to our clients - the document is read by our Support Workers out in the field. The list of docs can get pretty long and can include:

1. Care Instructions
2. Risk Assessments
3. Contact lists
4. Medication Charts
and more

 

[RoxaneB]

We're distributing documents that outline how care should be delivered to our clients - the document is read by our Support Workers out in the field. The list of docs can get pretty long and can include:

1. Care Instructions
2. Risk Assessments
3. Contact lists
4. Medication Charts
and more

Ah, understood.

Can some of these not be considered forms that, once completed, become records.

For example, we control the medical chart template, but once it is filled in, it is considered a record and collected as per our process.

What you could then compile is a "Care Plan Checklist" - a list of forms and documents that are required. That's what we're working to ensure that our field staff have access to the proper documentation before entering the client's home.

 

[JaxQC]

From what you describe, Yes it should be controlled.

The deciding factor would be “Is there an unacceptable, negative consequence of…”
1. Care Instructions- following outdated instructions
2. Risk Assessments- not being notified of a particular risk or not knowing the proper response and consequence of an action etc
3. Contact lists – not having (being missed on distribution) or having an outdated list and not being able to contact the correct person?
4. Medication Charts – having the incorrect info on dosage, type, application

internal vs. external distribution
If it was internal (Support Workers) I'd go with the controlled for the above reasons.
If it's for external use (Clients) the form / record idea is better (ships with package).

 

[n_easy]

From what you describe, Yes it should be controlled.

The deciding factor would be “Is there an unacceptable, negative consequence of…”
1. Care Instructions- following outdated instructions
2. Risk Assessments- not being notified of a particular risk or not knowing the proper response and consequence of an action etc
3. Contact lists – not having (being missed on distribution) or having an outdated list and not being able to contact the correct person?
4. Medication Charts – having the incorrect info on dosage, type, application

internal vs. external distribution
If it was internal (Support Workers) I'd go with the controlled for the above reasons.
If it's for external use (Clients) the form / record idea is better (ships with package).

Indeed, the forms could potentially have a detrimental affect on our service and if not controlled i.e. password protected, edited with a document change form etc, there could be some consequences - So I agree, it WOULD be necessary to control this documentation.

However, my problem is that does the DOCUMENT DISTRIBUTION LIST need to be controlled? The way I am implement the DDL is by having a DDL in each client folder and each DDL would only hold the controlled docs for that Client. I think this makes sense, but if it is an ISO 9001:2008 stipulation that the DDL has to be controlled, this could prove to be a haseel - if not, then this is perfect.

Your thoughts?