Changing Document Control Identification of Job Descriptions

NikkiQSM

Quite Involved in Discussions
#1
Hello All -

I feel this question may have an easy answer, but I always feel much better after confirming with my smart friends here at the Cove..

I have decided to update / adjust the identification of our job descriptions. All of our documents (including job descriptions) are controlled with a QMF number. For example, the job description for the office assistant is identified with QMF 02.

I want to seperate the way the job descriptions are identified from the way other documents are identified.

All of the other documents will remain being identified with a QMF number and I want to change the identification of the job descriptions to being identified with a CS-JD-XXX number.

My question - (I know, finally right?) - After I change the identification of the job descriptions, do I have to have EVERYONE re-sign the job descriptions? Or is it grandfathered in a way where it wouldnt be required?

I just want to check on this so that the next time I get audited I am prepared.

Thanks so much for any help!!!

:notme:
 
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Jim Wynne

Staff member
Admin
#2
Hello All -

I feel this question may have an easy answer, but I always feel much better after confirming with my smart friends here at the Cove..

I have decided to update / adjust the identification of our job descriptions. All of our documents (including job descriptions) are controlled with a QMF number. For example, the job description for the office assistant is identified with QMF 02.

I want to seperate the way the job descriptions are identified from the way other documents are identified.

All of the other documents will remain being identified with a QMF number and I want to change the identification of the job descriptions to being identified with a CS-JD-XXX number.

My question - (I know, finally right?) - After I change the identification of the job descriptions, do I have to have EVERYONE re-sign the job descriptions? Or is it grandfathered in a way where it wouldnt be required?

I just want to check on this so that the next time I get audited I am prepared.

Thanks so much for any help!!!

:notme:
Assuming ISO 9001, There is no requirement for (a) written job descriptions or (b) written job descriptions to be signed by anyone. If you have such requirements in your own QMS, you should consider changing them rather than having everyone sign things every time something changes.
 
Last edited:

NikkiQSM

Quite Involved in Discussions
#3
Yes our system is ISO 9001:2008 certified.

Because 80% of what we make is medical, a lot of our customers have "enforced" changes to our QMS as they are 13485 certified. I'm pretty sure signed job descriptions are not a requirement of 13485 as well...

Before the many customers came to audit our company, we did not have job descriptions. Then we were told they needed to be signed to prove that the employee read the descriptions and knew what was expected of them.

So I wanted to ensure I wasn't providing any "fire power" to the customers if they saw my identification changed.
 

Jim Wynne

Staff member
Admin
#4
Yes our system is ISO 9001:2008 certified.

Because 80% of what we make is medical, a lot of our customers have "enforced" changes to our QMS as they are 13485 certified. I'm pretty sure signed job descriptions are not a requirement of 13485 as well...

Before the many customers came to audit our company, we did not have job descriptions. Then we were told they needed to be signed to prove that the employee read the descriptions and knew what was expected of them.

So I wanted to ensure I wasn't providing any "fire power" to the customers if they saw my identification changed.
Assuming you have a good enough reason to change the identification numbers (i.e., a reason that trumps the present potential difficulties) you should be able to go ahead and change the numbers, archive the signed copies, and then be able to demonstrate that the newly-numbered versions aren't otherwise different from the signed ones.
 

Bogie

Involved In Discussions
#5
If you are worried about customer audits, it should be easy enough to create a one-page sign off form so you can have it on file. The form doesn't need to be complicated, just name of document(s) (ie Doc Control Job Description, Shipper Job Description etc), Identification number, rev level and then signatures and date of signatures.

Yes, I know, there is no "requirement", but if you are already anticipating pushback, it's an easy way to nip it in the bud.
 
T

treesei

#6
I don't think there is such a requirement in 13485. This seems to be an internal judgment.

I would grandfather all the old ones but make sure the effective date of the new ID system is clear and all other system documents have no conflict requirements otherwise.

I used to be an auditor for a 13485 company. I don't think I would raise any issue with my suppliers on this situation as long as the picture is clear.
 
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