Auditor States "Shall have Procedure for Disposition of Records"

[SteelMaiden]

Re: Auditor States 'shall have procedure for dispostion of records"

No where does it state in ISO how we must dispose. Just disposition.

Joel - Trojan Battery Company

And that is the beauty of ISO, it allows you to figure out what works best for your company. but you do have to know and document what you will be doing. Hey, I see where they are making a new recycled paper counter top now, maybe that would work?

Welcome aboard.

 

[Phil Fields]

Re: Auditor States 'shall have procedure for dispostion of records"

Hello and welcome tothe Cove.

Here is how we have disposal of records stated in our procedure:
6.7 Disposal of records may be accomplished by any means deemed appropriate by the individual responsible for those records.

Phil

 

[Crusader]

Re: Auditor States 'shall have procedure for dispostion of records"

Okay - Will this wording suffice???

Minimum retention times for each quality record (including regulatory and customer requirements) are established and called out in procedures or work instructions.

Where records are not retained for the life of the product and the minimum retention time has been met, records are subject to disposition to determine their value/necessity of retention. Do I need to add ..."Appropriate actions maybe taken as a result."?

 

[RoxaneB]

Re: Auditor States 'shall have procedure for dispostion of records"

Okay - Will this wording suffice???

Where records are not retained for the life of the product, and the minimum retention time has been met, records are subject to disposition to determine their value/necessity of retention. Do I need to add ..."and take appropriate actions as a result."?

So if they are disposed of, they're not necessary? How do you know what the minimum retention time is? Won't it vary from record to record? How do you know the life of your product? (sorry, I don't know what you manufacture)

I think Carol's statement on Page 1 of this thread was good. (and that, Carol, was my one compliment of the day )

 

[Coury Ferguson]

Re: Auditor States 'shall have procedure for dispostion of records"

I think Carol's statement on Page 1 of this thread was good. (and that, Carol, was my one compliment of the day )

Gee RC, only one compliment a day?

 

[Wes Bucey]

Re: Auditor States 'shall have procedure for dispostion of records"

I FULLY agree with you!! But I lost that battle with the registrar and ended up with the "disposed" wording in my procedure. I started a thread on this specific topic awhile back and it was a huge debate as I recall.
Here it is:
http://elsmar.com/Forums/showthread.php?t=11473&highlight=disposition+disposal

Definition of a word is one battle I NEVER lost with an auditor. Andy, of course, is absolutely correct when he makes the distinction between disposition and disposal. Probably, for clarity's sake, folks can avoid using either word and instead say something to the effect:
As part of our management of documents we determine how long to RETAIN a document in an ACTIVE file before TRANSFERRING it to an ARCHIVE file where it may be KEPT PERMANENTLY or marked and DESTROYED after RE-EVALUATION for RETENTION status at some pre-determined period in the future.

For example, we may retain quality records for five years (the pre-determined period) after the final shipment of an order. At that point, we may offer the records to the customer for his archive. If the customer declines, we mark and destroy the records.

Alternately, we keep certain records like incorporation documents, patents, and other documents of historic or legal significance in a permanent archive and do not consider destroying them.

 

[Crusader]

Re: Auditor States 'shall have procedure for dispostion of records"

So if they are disposed of, they're not necessary? How do you know what the minimum retention time is? Won't it vary from record to record? How do you know the life of your product? (sorry, I don't know what you manufacture)

I think Carol's statement on Page 1 of this thread was good. (and that, Carol, was my one compliment of the day )

Oops. I left out the min retention statement (now edited and added).
I was trying to say in other words...that disposition may include disposal if the records are determined no longer necessary to keep past a certain time period. Meaning that they are not useful anymore due to time lapse...

The life of the product is determined when we cancel it and stop making it. So we really do not know the life of the product. We're just saying that we will keep certain records for as long as the product is in service (automotive stuff).

 

[RoxaneB]

Re: Auditor States 'shall have procedure for dispostion of records"

It's been sitting in the dark corners of my mind (and there are many of those, trust me)...ISO 14001:2004 section 4.5.4. For those of us with integrated systems, the requirements of this clause also applies and it states:

...maintain a procedure(s) for the...disposal of records.

No wonder there is so much confusion over one little word.

Yes, Coury...one hug, one compliment, one insult. I certainly hope Carol isn't going for the trifecta!

 

[Crusader]

Re: Auditor States 'shall have procedure for dispostion of records"

This topic...I am beginning to develop that "tick"....that Inspector Clouseau's boss (Chief Inspector Dreyfus) developed over time..

 

[Cari Spears]

Re: Auditor States 'shall have procedure for dispostion of records"

Hi, Trojan. Welcome to the Cove!!

Coincidentally, we just had our AS9100 Readiness Review at the end of July and I received the same finding. I did as was already suggested and added a "Disposition" column to my Record Retention Matrix right next to the "Retention Period" column. Now it says "electronic archive", "shred in-house", "All Shred Services" or "garbage" for the disposition of each record. It was a nice, easy fix.