"Controlled" stamp for Controlled Documents - Any alternatives?

[Bilijaf]

Hi Covers,
we came to the fact that the hardcopies of the documentation system distributed are stamped "CONTROLLED", but for innocent reasons with black ink , so it was difficult to distinguish the unauthorized copies from the stamped ones during the audits.
Myself i would find that stamping documents is little bit "old fashioned" , has anyone better ideas for controlling hardcopies?? Note that all printers are black and white cardriges equiped.

 

[SteelMaiden]

Re: "Controlled" stamp- Any alternative?

If you have to have your documentation in hard copy, (you can't go electronic?) how about printing your "controlled" copy on a paper that is not available to anyone else but the person who prints out the controlled copies to distribute them where they are needed? It could be a certain color paper, or something that has a slight design to it (but not in black and white). Then copies are identifiable immediately.

 

[harry]

Re: "Controlled" stamp- Any alternative?

The standard requires you to control certain documents identified by yourself. How you do it is up to you. The use of a stamp in red is but one of the most widely used method for hard copies. Exercise some creativity.

 

[Bilijaf]

Re: "Controlled" stamp- Any alternative?

Harry,
If we take the signature of the recipients on a distribution list where stated the number of copies received and the date of receiving, could that be enough?

 

[harry]

Re: "Controlled" stamp- Any alternative?

Harry,
If we take the signature of the recipients on a distribution list where stated the number of copies received and the date of receiving, could that be enough?

Yes. Plus I'll make sure that each individual copy is numbered and approved (signed) in order to shut those picky guys up. Also, revise your procedures if you want a change.

 

[somashekar]

Hi Covers,
we came to the fact that the hardcopies of the documentation system distributed are stamped "CONTROLLED", but for innocent reasons with black ink , so it was difficult to distinguish the unauthorized copies from the stamped ones during the audits.
Myself i would find that stamping documents is little bit "old fashioned" , has anyone better ideas for controlling hardcopies?? Note that all printers are black and white cardriges equiped.

1. Go around and sign across in all the real stamped CONTROLLED (in black) document with a blue pen. You would know from your control system how many have been issued.
2. When you have to further issue any controlled document, stamp the CONTROLLED with a blue stamp pad.

 

[Stijloor]

Hi Covers,
we came to the fact that the hardcopies of the documentation system distributed are stamped "CONTROLLED", but for innocent reasons with black ink , so it was difficult to distinguish the unauthorized copies from the stamped ones during the audits.
Myself i would find that stamping documents is little bit "old fashioned" , has anyone better ideas for controlling hardcopies?? Note that all printers are black and white cardriges equiped.

Bilijaf,

There is a real simple and effective solution. Declare all documents that are located on your computer system "controlled." Any document that is printed/copied will have a footer stating that this document is only valid for a limited time period. Describe this in your document control procedure. Colored ink signatures, stamps, etc. do not add value.

Stijloor.

 

[Bilijaf]

Hi Stijloor,
The idea is great, but the problem is some users, for traditional purposes, like keeping and refering to the hardcopies. I can not refrain the others for keeping hardcopies in their offices.
I wonder if someone knows how to label a document with " uncontrolled copy" when printing out a controlled document, using Office Word 2003.

 

[Stijloor]

Hi Stijloor,
The idea is great, but the problem is some users, for traditional purposes, like keeping and refering to the hardcopies. I can not refrain the others for keeping hardcopies in their offices.
I wonder if someone knows how to label a document with " uncontrolled copy" when printing out a controlled document, using Office Word 2003.

Bilijaf,

Use the "header and footer" function.

This explains it.

Good luck!

Stijloor.

 

[John Broomfield]

Hi Stijloor,
The idea is great, but the problem is some users, for traditional purposes, like keeping and refering to the hardcopies. I can not refrain the others for keeping hardcopies in their offices.
I wonder if someone knows how to label a document with " uncontrolled copy" when printing out a controlled document, using Office Word 2003.

Bilijaf,

You are not obliged to help people sustain their bad habits, so it does not matter what they "like".

You should not make editable versions widely available but make controlled PDF versions available electronically. If some users choose to print a document that is controlled electronically then you can add a footer to the PDF version that says "UNCONTROLLED, REFER TO ELECTRONIC VERSION FOR CURRENT INFORMATION".

It seems to me that most management system documents are controlled and distributed in this way. Most of us stopped pandering to those who "like" hard copy a long time ago.

John