API spec.Q1, 9th edition, addendum 2, Clause 5.6.3 (Verification of Purchased Products) reads
"For critical products, components or activities, the procedure shall include the following:
a) review of the organization’s required documentation from the supplier; and
b) verification that the applicable versions were used when specifications,
drawings, process requirements, inspection instructions, traceability, and other
relevant technical data are specified per 5.6.2. b)"
What we follow in our organization is, along with the Purchase Order we give a Technical Delivery Conditions (TDC) document, which will cover the product's stated requirements. It refers to various ASTM and ASME standards .For e.g.the TDC refers to ASTM A388 for UT. However the TDC won't have the Version or Revision no. of the standard. There will be a note in TDC stating latest version of all applicable standards to be followed. Will this suffice to meet the Spec.Q1 addendum 2 requirement or should we explicitly indicate the version no. against each Standard Specification referred in TDC ?
Our concern is if the version nos.of all the reference standards are to be updated in the TDC, the TDC will be undergoing frequent revisions. How to tackle this ?
Also there comes the problem of the versions getting revised after the placement of the Purchase Orders. In such cases how to communicate the version changes to supplier and ensure they comply to the latest versions ?
What are the best industry practices followed for version communication of documents/specifications?
"For critical products, components or activities, the procedure shall include the following:
a) review of the organization’s required documentation from the supplier; and
b) verification that the applicable versions were used when specifications,
drawings, process requirements, inspection instructions, traceability, and other
relevant technical data are specified per 5.6.2. b)"
What we follow in our organization is, along with the Purchase Order we give a Technical Delivery Conditions (TDC) document, which will cover the product's stated requirements. It refers to various ASTM and ASME standards .For e.g.the TDC refers to ASTM A388 for UT. However the TDC won't have the Version or Revision no. of the standard. There will be a note in TDC stating latest version of all applicable standards to be followed. Will this suffice to meet the Spec.Q1 addendum 2 requirement or should we explicitly indicate the version no. against each Standard Specification referred in TDC ?
Our concern is if the version nos.of all the reference standards are to be updated in the TDC, the TDC will be undergoing frequent revisions. How to tackle this ?
Also there comes the problem of the versions getting revised after the placement of the Purchase Orders. In such cases how to communicate the version changes to supplier and ensure they comply to the latest versions ?
What are the best industry practices followed for version communication of documents/specifications?