Quality_Goblin
Involved In Discussions
Hi All,
I am the Document Control Specialist at my company, and I am struggling to find a closed loop solution for how to deal with past document errors. I am saving DHR packets for closed jobs and there are several instances where in-process inspection documents are missing information, a routing step wasn't logged into the ERP system, a typed FAIR wasn't saved in the job records - just to name a few. We had tried a solution where I was sending out a risk acceptance memo to the department leads where they would explain in brief why, as a company, we accept the risk of whatever instance happened with that job, and I would attach that memo to the record and save it. The department leads are now finding those to be cumbersome, and the list of errors that need justification is piling up and its the same issues over and over. Does anyone have a suggestion on how I can maybe come up with a blanket solution? A better template or document that I can add to these records? We obviously can't go back and fix the errors, but I want something to show that we recognize the errors and have made an effort to correct them currently and for the future.
We are getting better at reviewing closed job documents in real time rather than giving me piles to review from the past 6-12 months, so that is a plus, and we are creating a better data recording system that will prevent missing data on documents in the future.
Some of the errors were done by people no longer with the company, and now part of the issue is the department leads finding time to respond to each memo in a timely manner so I can save these records, especially if I am finding the same mistakes over and over again. I am at a loss on how to acknowledge these issues,
any help is appreciated, thank you!!
I am the Document Control Specialist at my company, and I am struggling to find a closed loop solution for how to deal with past document errors. I am saving DHR packets for closed jobs and there are several instances where in-process inspection documents are missing information, a routing step wasn't logged into the ERP system, a typed FAIR wasn't saved in the job records - just to name a few. We had tried a solution where I was sending out a risk acceptance memo to the department leads where they would explain in brief why, as a company, we accept the risk of whatever instance happened with that job, and I would attach that memo to the record and save it. The department leads are now finding those to be cumbersome, and the list of errors that need justification is piling up and its the same issues over and over. Does anyone have a suggestion on how I can maybe come up with a blanket solution? A better template or document that I can add to these records? We obviously can't go back and fix the errors, but I want something to show that we recognize the errors and have made an effort to correct them currently and for the future.
We are getting better at reviewing closed job documents in real time rather than giving me piles to review from the past 6-12 months, so that is a plus, and we are creating a better data recording system that will prevent missing data on documents in the future.
Some of the errors were done by people no longer with the company, and now part of the issue is the department leads finding time to respond to each memo in a timely manner so I can save these records, especially if I am finding the same mistakes over and over again. I am at a loss on how to acknowledge these issues,
any help is appreciated, thank you!!