Company Name Change & Control of Documents

A

arunnivaz

#1
Hi,
Presently our company name is XXX and our company going to change its name to YYY effective from next week (say 16-Dec-2013). We are intimated only today. Then there is no possibility to conduct a MRM regarding the name change and change the document within the target date. Moreover after 16-Dec-2013, we are still going to use XXX related documents for the new company YYY. Will there be any impact in control of documents in this case? Moreover, in prior, we have intimated our certifying body regarding the name change.

Thanks
 
Elsmar Forum Sponsor
#2
Hi,
Presently our company name is XXX and our company going to change its name to YYY effective from next week (say 16-Dec-2013). We are intimated only today. Then there is no possibility to conduct a MRM regarding the name change and change the document within the target date. Moreover after 16-Dec-2013, we are still going to use XXX related documents for the new company YYY. Will there be any impact in control of documents in this case? Moreover, in prior, we have intimated our certifying body regarding the name change.

Thanks
Dear Arun,

I am also faced same kind of problem.
1.Circulate the name changes communication letter to all the employees along with top management signature. Ex.xxxx is now yyyy.
2.No need to conduct the new MRM.
3.Please forward the name changes communication letter to certification body along with New company register certificate.(For New Certification)
4.Whenever your are incorporating the company new name in all the documents it automatically revision status:0 and current revision date.

Regards,
S.Saravanan
 

Jen Kirley

Quality and Auditing Expert
Staff member
Admin
#3
I, for one would not expect everyone to stay up all night and change the name of a company in a document's header just to prepare for a certification or surveillance audit.

That said, eventually of course these things would need to get updated - perhaps through the course of the year, as the process portions of documents get updated or when the document goes up for periodic review. To reduce the burden of such changes I have seen document control systems that procedurally allow an "administrative change" so long as the process is staying intact and the date & nature of the change gets duly recorded in the document's history.
:2cents:
 
A

arunnivaz

#4
Dear Arun,

I am also faced same kind of problem.
1.Circulate the name changes communication letter to all the employees along with top management signature. Ex.xxxx is now yyyy.
2.No need to conduct the new MRM.
3.Please forward the name changes communication letter to certification body along with New company register certificate.(For New Certification)
4.Whenever your are incorporating the company new name in all the documents it automatically revision status:0 and current revision date.

Regards,
S.Saravanan
Thanks for your reply Mr.Saravanan.
I have asked a question, that company (YYY) is using our existing company (XXX) name related documents. Will it affect control of documents?
 
A

arunnivaz

#5
I, for one would not expect everyone to stay up all night and change the name of a company in a document's header just to prepare for a certification or surveillance audit.

That said, eventually of course these things would need to get updated - perhaps through the course of the year, as the process portions of documents get updated or when the document goes up for periodic review. To reduce the burden of such changes I have seen document control systems that procedurally allow an "administrative change" so long as the process is staying intact and the date & nature of the change gets duly recorded in the document's history.
:2cents:
//we are still going to use XXX related documents for the new company YYY. Will there be any impact in control of documents in this case?//
Please provide your inputs.
Thanks for the above comments.
 

Jen Kirley

Quality and Auditing Expert
Staff member
Admin
#6
//we are still going to use XXX related documents for the new company YYY. Will there be any impact in control of documents in this case?//
Please provide your inputs.
Thanks for the above comments.
I don't see an impact because the standard does not require such details. This is of course strictly referring to the standards' requirements and not the technical machine that manages your documents - will process people still be able to access the documents where and when needed? Will the processes remain the same? These are the effectiveness things I look for when I audit.
 
A

arunnivaz

#7
I don't see an impact because the standard does not require such details. This is of course strictly referring to the standards' requirements and not the technical machine that manages your documents - will process people still be able to access the documents where and when needed? Will the processes remain the same? These are the effectiveness things I look for when I audit.
Thanks for your reply.
The Processes remains the same.
 

insect warfare

QA=Question Authority
Trusted Information Resource
#8
Will there be any impact in control of documents in this case?

Depends on the level of flexibility you have designed into your process for document control. I think this is almost always a good idea, provided your organization will allow it. For example, in my document control procedure, it states exceptions that involve special changes to controlled documents (like):
  • Additions, deletions or updates to affected control numbers and references
  • Updating position titles
  • Changes to typos or grammatical errors (which will not impact the context of a controlled document)
  • Logo changes that are global in scope (and supported by a memorandum)
These changes do not require formal approval, meaning that I have the authority to make these changes on the fly. This is just one way to minimize impact in these types of situations.

Brian :rolleyes:
 
A

arunnivaz

#9
Depends on the level of flexibility you have designed into your process for document control. I think this is almost always a good idea, provided your organization will allow it. For example, in my document control procedure, it states exceptions that involve special changes to controlled documents (like):
  • Additions, deletions or updates to affected control numbers and references
  • Updating position titles
  • Changes to typos or grammatical errors (which will not impact the context of a controlled document)
  • Logo changes that are global in scope (and supported by a memorandum)
These changes do not require formal approval, meaning that I have the authority to make these changes on the fly. This is just one way to minimize impact in these types of situations.

Brian :rolleyes:
So you wont raise Change Note Form (having change details with formal approval) for these type of changes? If yes, then how do have the control over changes and the details regarding document change history? will you capture in Master List of Documents?
 

sreenu927

Quite Involved in Discussions
#10
You can have a Memo to File to indicate that you have changed the company name from XXX to YYY on "A" date. Although you have changed the company name, all the documents are still valid with the old company name and all documents will be updated over a period of time (of 1-2 years). Come out with a phase out plan like for all SOPs, the company name change will be updated within next 6 months; all forms and WIs will be updated by further 6 months, etc..Once you obtain the ISO certificate and if medical device, you submit your change notifications to the Regulatory Authorities. Also for company name change on the labels and user guides, this would be a "labeling change" that could lead to regulatory authority reporting/notification.
Hope this helps!

Regards,
Sreenu
 
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