Definitions of Documentation related words

[m.dayakarreddy]

1.1 External documents: All documents and data that not generated by the organization are external documents. This including laws, rules, industry standards and regulation acts related to operation of organization activities and blueprints, product criterion/standards or specifications, drawings, and inspection specification/standards, etc…provided by customers.
1.2 Master copy document: - an original creation containing original signature of approval and from which multiple copies can be made.
1.3 Controlled copy document: Controlled document copies are distributed to authorized holders as listed in the distribution list of respective documents. It is the responsibility of issuing person and document holders to update the documents held by various recipients. And all of the controlled documents demand to control its distribution, revision/updations.
1.4 Un controlled copy document: These are necessarily information copies, which are not updated and not required to monitor its revisions/updations in the scope of our Quality management system. All of the controlled documents demand to control its distribution, revision/updations.
1.5 Obsolete copy document: These are the documents which are no longer practiced or used, outmoded, out of date. Normally these are old version documents and it should be identified to prevent its use in organization.

Now I am revising my ISO documentation. So I had included the above definitions in document control procedure. Can anyone comment on this. And please give me your valuable feedback to improve my documentation.

 

[somashekar]

Hello Reddy.
I do not know from where you pick these definitions, however clause 4.2.3 and its documented procedure does not call for this.
Please note that anything and everything that is external is not documents of external origin per the 4.2.3 f)
Only those that are required by your QMS are, and these needs your control, and they need not necessarly be provided to you by the customer always. List such documents within your 4.2.3 procedure.
I suggest you read and understand the 4.2.1 with a lot of care before going to 4.2.3
Your procedure must say clearly how :
APPROVAL OF DOCUMENTS ARE DONE
REVIEW UPDATE AND REAPPROVALS ARE DONE
REVISION STATUS ARE IDENTIFIED
APPLICABLE DOCUMENTS ARE MADE AVAILABLE AT PLACE OF USE
DOCUMENTS ARE ENSURED TO BE LEGIBLE AND IDENTIFIABLE
EXTERNAL DOCUMENTS ARE IDENTIFIED AND DISTRIBUTION CONTROLLED
OBSOLETE DOCUMENTS ARE IDENTIFIED AND HELD TO PREVENT UNINTENTIONAL USE

Just keep to this much and try not to complicate the matter to yourself. If you have any further doubts please ask and clarify...

GOOD LUCK

 

[Marc]

<snip> Now I am revising my ISO documentation. So I had included the above definitions in document control procedure. Can anyone comment on this. And please give me your valuable feedback to improve my documentation.

If you prefer to add definitions to your procedure, I can't see a problem with it. The definitions you have cited are the standard definitions.

 

[m.dayakarreddy]

Marc, Thank you very much for your feedback.

I modified the statement of external documents like this. included ....our QMS...(as below). And thank you shekar for your feedback on this.

1.1 External documents: The documents and data that not generated by the organization but serves to support or guide the execution of our QMS are external documents. This including laws, .............

 

[Marc]

Adding some things you feel are specific to your company in a definition isn't a problem, either. Listing specific documents may help in the future should a question arise about how you classify specific documents.

 

[m.dayakarreddy]

Yes, Exactly Marc.
We have to take care about this, at present we just want to explain the general methods to identify, Approve, distribute, revise and obsolete the documents in documents control procedure.
And in external documents control procedure, we just given the terms like, how we obtain the external documents and its identification, distribution, approval and revisions control, methods to get the updated revisions-when they are revised. Obsolete, return, and dispose conditions of external documents.

 

[m.dayakarreddy]

I am Very thankful to the Elsmar cove team, i am learning alot from this.
(sorry, i uploaded wrong file)

Yes, Exactly Marc.
We have to take care about this, at present we just want to explain the general methods to identify, Approve, distribute, revise and obsolete the documents in documents control procedure.
And in external documents control procedure, we just given the terms like, how we obtain the external documents and its identification, distribution, approval and revisions control, methods to get the updated revisions-when they are revised. Obsolete, return, and dispose conditions of external documents.

 

[The Specialist]

If you prefer to add definitions to your procedure, I can't see a problem with it. The definitions you have cited are the standard definitions.

I agree.

The list you provide is standard in my industry and the descriptions you give of each are spot on!