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It is important for you to
identify quality records as you go through your documents. Ensure where
records are defined within a procedure or by a system, that it exists and is
controlled. I have been into a number of companies where a procedure would
call out a record which at some time was eliminated. The procedure was never
revised to reflect the system change.
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In the simple document
matrix we are using as an example (Document_Matrix_Example.xls) you can see
there there are forms [blue type] (which are controlled documents) which
become controlled records [red type]. The procedure calling out each record
is, in this type of matrix, closely identified by sequence [procedure then
form then record].
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It is becoming more and more
common for these to be electronic. That does not change the requirements, but
many companies do not have a related matrix - they just rely on directory
listings or something similar. While I have no problem not having a matrix
which relates the documents (in large corporations this isn’t feasible),
remember there are typically many links / relationships which, over time,
tend to ‘get lost’ in complicated systems.
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