Archiving of paper records - ISO 9001 7.5.3.1b

[chris1price]

A question came up today, per ISO 9001 7.5.3.1b, is it a requirement that archived paper records have to be stored in fire-proof cabinets/rooms? Or is it sufficient to store them in standard cupboards or filing cabinets?

 

[Mike S.]

You determine what is adequate based on risk. How important are the records? If it was the one and only copy of your company's secret recipe collection I would expect you may protect it better than if it was a calibration record for your micrometers.

 

[blackholequasar]

It just states that it MUST be protected. It doesn't state in which manner so - no - it is not required that paper records have to be stored with fireproof measure. But you do have to operate within your own QMS requirements so if your company requires it, then it is by your own definition.

 

[chris1price]

Thanks guys

 

[Tagin]

A question came up today, per ISO 9001 7.5.3.1b, is it a requirement that archived paper records have to be stored in fire-proof cabinets/rooms? Or is it sufficient to store them in standard cupboards or filing cabinets?

7.5.3.1b is about protection in the sense the standard provide an example for "(e.g. from loss of confidentiality, improper use, or loss of integrity)."

That is, it is about leaking of information, improper use, or tampering with the documents. Can somebody steal them? Misuse them? Forge or falsify them?

7.5.3.2b is about protection in the sense of "storage and preservation, including preservation of legibility; "

So, to me the question of whether or not to use a fireproof cabinet relates to 7.5.3.2b, not 7.5.3.1b. Fire is a storage risk.

Whereas for 7.5.3.1b, the questions would be more along the lines of: should the cabinet be locked or not? Who has keys to the cabinet (or the room)?