API Spec.Q1 Standards Version in Purchasing Information

#1
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?
 
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#2
Many API standards also reference other standards and require that the "latest edition" of these standards be used. API commonly includes the below wording for these references, which helps to allow a transition period for new documents. From API 6A Section 2:
For dated references, only the edition cited applied. For undated references, the latest edition of the referenced document (including any amendments) applies, except that new editions may be used on issue and shall become mandatory upon the effective date specified by the publisher or 12 months from the date of the revision (where no effective date is specified).
You may want to include a similar statement to allow for transitions between editions.

Some API auditors do not like the use of "latest edition" and state that a numerical edition must be listed instead. They are wrong. If they write a finding for using it, you should appeal and should win.

Specifying and verifying editions gets complicated, especially if you deal with top level documents that reference other documents that reference other documents. One option is to specify "latest edition" (preferably with a note to allow for transitions similar to the above) as a default, but to specify a numerical edition if there would be significant risks related to a different edition being used.
 
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