Control of Documents - Showing Document Changes

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SteveP1376

#1
How much information is required when showing changes to a document, does it have to be spelled out word for word or is it sufficient to say deleted a sentence or paragraph.

Thanks
 
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L

lianayada

#2
Re: Control of Documents

At my organization (ISO 9001:2008 semiconductor manufacturer), we describe the changes generally on the ECN (change notice). For example, if all changes relate to the use of a new tool, we just say "Revised to reflect use of new tool." If the changes aren't too plentiful, we also route the document for approvals with "Tracked Changes" turned on in Word to show exactly what changed. The description in the revision history, however, is a general summary. Auditors have never had a problem with that.

Down the road, if an engineer wants to see exactly what changed between two revisions, they do a "Compare and Merge" in Word to show the changes.
 

Ronen E

Problem Solver
Staff member
Moderator
#3
How much information is required when showing changes to a document, does it have to be spelled out word for word or is it sufficient to say deleted a sentence or paragraph.

Thanks
Hi,

In my opinion, the change has to be described in sufficient detail and clarity to enable an ordinary artisan to figure out what exactly was it about, even after several years and without actually being involved in the process at the time of implementation (or sepaking to someone who was). I don't think word-for-word is required. It doesn't matter too much whether the detailed change description is included in the actual document (revision history section etc.) or in some sort of change-control form (ECN etc.), as long as the description is trackable back from the actual changed document, though I would argue it's definitly more convenient for the downstraem user to have it readily available in the document rather than having to look for external references.

Some companies use highlighting or shading in the text to make the changes stand out. However, this technique can't highlight omitions.

Cheers,
Ronen.
 

Pancho

wikineer
Super Moderator
#4
How much information is required when showing changes to a document, does it have to be spelled out word for word or is it sufficient to say deleted a sentence or paragraph.
The only reason to choose the cursory description over a detailed one would be the inordinate amount of effort required to record, maintain, and later use, the detail. Neglecting such required effort, it is pretty obvious that a word-for-word change description is better.

Now imagine that a tool came along that automatically recorded changes as they are made. This tool would

  • keep a detailed record of every change including author and date,
  • allow you to compare the current version of the document with any previous one, and
  • poof away any effort required to maintain, update and consult the log of changes.
Such system would be better indeed. But you don't have to imagine it: it exists and is called wiki. And besides the change log, there are many other benefits to using a wiki for document control.

Good luck!
Pancho
 
A

Arkimedius

#5
We keep descriptions of changes to a minimum (as best practicable) within our document change notices circulated to all staff. We find that forcing staff to go through the whole of a changed document reduces risk and is good refresher training. For analytical/improvement/auditing and other such activities, we keep an 'offline' archive of all old/obsolete/superceded documents and ensure the reasoning behind the changes are reflected in the appropriate minutes/audit report/corrective action/incident investigation/etc.. that originally led to the document change (which is then referenced in the archived document and the IMS revision document). Hope this helps.
 
Y

yana prus

#6
I agree with Pancho for word-for-word description. I use Track Changes option in Word to creat Redmarks and latter this document is added to Documentation Change Request.
 

jkuil

Quite Involved in Discussions
#7
I prefer electronic track changes option in the document. The change request itself can specify the change in general term, but also the justification for the change. The combination of the two is the perfect input for training on the change. You only need to refer to both documents and the trainee can read through what has been changed and understand why this was needed.
 

Raffy

Quite Involved in Discussions
#8
Hi Steve,
In our end, we highlight the said changes using the higlight in word or make it bold so that the affected changes was identified in the document. If its deleted or removed in the document, we make sure that in our document change notice that the said changes was clearly stipulated.
Hope this helps.
best regards,
raffy :cool:
 

Randy

Super Moderator
#9
Here's what 4.2.3 says "...c) to ensure that changes and the current revision status of documents are identified,..."

There isn't a requirement to underline, hyperlink, make bold, put in italics, highlight, superscript, or anything else...What everyone is saying is made up in their heads or by some "expert"

It allmeans that it only has to work for you (meaning the intended users of the documents) and nobody else, so you can do it anyway you want and it's nobody elses business.
 
A

AdeleConnell

#10
Re: Control of Documents

Great info.
I'm writing the Doc Control System for ISo 9001 and it is in a government facility (Tooele Army Depot) which uses a LOT of drawings and about 40 forms. Do I have to write an SOP for each form? And, can the document control be different for drawings vs. records vs. forms? Do you happen to know?

Thanks,

Adele Connell
Colonel, US Army
ISO 9001 Manager, AEMD
Tooele Army Depot
435-860-6300
 
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