Control of Documents - Our approval process is kinda long

  • Thread starter Casey Cochran - 2009
  • Start date
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Casey Cochran - 2009

#1
We have an electronic database to control our documents. It is very effective but our approval process is kinda long. I'm wondering how to control "team communication" or changing information with out going through our formal approval process. If it is written in our procedure, can a quality facilitatior initial and date them and be considered controlled according to TS?
 
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Helmut Jilling

Auditor / Consultant
#2
Casey Cochran said:
We have an electronic database to control our documents. It is very effective but our approval process is kinda long. I'm wondering how to control "team communication" or changing information with out going through our formal approval process. If it is written in our procedure, can a quality facilitatior initial and date them and be considered controlled according to TS?

You can control them in any effective manner you deem suitable. If it works and is effective, it should meet the requirments.

It has always amused me that in many companies a supervisor can give assignments, instructions, change things around, but it takes the CEO to authorize an minor correction in the instruction. I suggets if someone has authority and ownership over a process, he ought to have a fair amount of latitude to approve a document. Other related process owners may want to see the changes, but it should not be burdensome. If someone has verbal authority, maybe they also should have written authority.
 
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ctblalock

#3
I have participated in efforts to streamline such a process by having ECO (Change orders) review meetings at a set time each week. Each function required for sign off would sit around the table, ask questions and approve or reject. Of course, during the week, requests that could not wait for the weekly meeting could be walked around by the initiator for the necessary approvals.

In my current setting, instead of a weekly meeting, we have found it to be very effective to have the initiators walk each change/deviation requests around at any given moment that they wish, present it for the necessary approvals (all persons are readily available) and the majority of the requests are addressed very rapidly.

The attached file contains examples of our Change Order and Deviation forms (albeit in Spanish; no time to translate). Our goals were:
Forms/procedure that do not intimidate the user.
Speed (unless studies are involved, <30 minutes).
Assure that those who need to know or who speak for the customer are involved and aware.

Hope these help.
ctb
 

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