Control of External Documents such as customer manuals

M

mbr22m

Hi all,

First let me say that this site has been a huge help to me. The company I'm working for is trying to obtain AS9100 certification and I use this site constantly for reference so thanks to all that contribute.:thanx:

My question is in regards to external document control. We receive customer specific manuals as part of the projects we work on (aircraft modifications). Do we need to stamp them or give them an unique identifier? I was planning on logging them in my external document master list and distributing accordingly using our doc control system.

I'm not sure if this question was answered already in another thread. I've been searching, but may have missed it.

Thank you all!
 

Jen Kirley

Quality and Auditing Expert
Leader
Admin
Congratulations on your first post! :applause:

I looked at one of the threads listed in the Similar Discussion Threads block shown at the bottom of the page, as an example of other discussions on this subject. It tended to confirm my thinking that there really is no specific requirement beyond the documents' distribution is controlled.

How you do it is up to you, including stamping if the customer does not object. When I ask about documents of external origin, I am interested in keeping them secure from loss and available to who needs them and when, so relevant information from them gets included in the necessary controls.

It would be practical to consider if it is important to receive updated versions, or if they would not be relevant; as an example, a newer OEM manual might not be appropriate for an older equipment model.
 

dsanabria

Quite Involved in Discussions
Be aware that it also needs to be treated as customer property and all of those safeguards apply as well.

Identify, safeguard, protect, notify if it becomes lost or damaged, keep a record if it does.


...and if you get a updated version and you are going to retain previous copy and do not want to delete or dispose of then you need to apply suitable identification to the customer material such as OBSOLETE, REFERENCE or Superseded by Rev. ___.
 
M

mbr22m

Thanks, Jennifer! Yes, I'm a shy poster.. LOL :eek:. I've mostly been foraging through the site researching and learning from all of you! I was thinking from what I've been reading here and in the AS9100 standard that just controlling the distribution and notifying those of any changes would suffice. As part of the customer requirements that our PMO office deals with, they could define up front which rev levels of manuals would be used and supplied for the project.
Thanks, Big Jim. I forgot about the obsolete stamp :mybad:. I will add that to my procedure as well.
Thank you all! You're the best! My brain is so fried from all of this!
 
G

GoKats78

Thanks, Big Jim. I forgot about the obsolete stamp :mybad:. I will add that to my procedure as well.

Do companies still provide hard copies? None of our customers have done so for at least 10 years...
 
M

mbr22m

I was thinking about that while I was writing the procedure and everything we receive is electronic.. Easier for me! :D
 
M

mbr22m

But wouldn't electronic copies still need to be stamped obsolete and removed from distribution? I was going to move them to an offline folder. ??
 

JLyt207

Involved In Discussions
But wouldn't electronic copies still need to be stamped obsolete and removed from distribution? I was going to move them to an offline folder. ??

We move them to an Obsolete folder. That folder has fewer people authorized to access the docs. The current doc would be the only one in the active folder and is the most easily accessible to the builders.
 
M

mbr22m

Thanks! That is what I had written into the procedure but didn't know if it was sufficient.
 
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