Controlled Documents - Would storing documents as PDFs be sufficient for control?

I

IrishMike

#1
Hi All!

We are looking at getting the office paperless..

Would storing documents as PDFs be sufficient for controlling them once the doc control procedure reflects this??

Any thoughts appreciated

Take care

IrishMike
 
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Jim Wynne

Staff member
Admin
#2
Re: Controlled Documents

Hi All!

We are looking at getting the office paperless..

Would storing documents as PDFs be sufficient for controlling them once the doc control procedure reflects this??

Any thoughts appreciated

Take care

IrishMike
Welcome, IrishMike :D

The format is not so important as the basic requirements for access. Process documents must be available at the point of use, and controlled such that obsolete documents can't be inadvertently used.
 
G

Gary E MacLean

#3
Re: Controlled Documents

Hi All!

We are looking at getting the office paperless..
When you have your yard sale for printers, copiers, fax machines, laminators and the like let me know - I will never be paperless and could always use a paper machine of some kind.;)

Would storing documents as PDFs be sufficient for controlling them once the doc control procedure reflects this??
Yes, a resounding yes. This, in my opinion, would be the preferred way to go whether you are thinking paperless or not.:agree1:
 

SteelMaiden

Super Moderator
Super Moderator
#4
Re: Controlled Documents

Would storing documents as PDFs be sufficient for controlling them once the doc control procedure reflects this??

Any thoughts appreciated

Take care

IrishMike
Welcome! as far as saving docs as PDFs...good control, as long as not everyone in the company has access to the full version of adobe or a pdf translator program. your control is or should be based more on permissions than on applications.
 
C

chergh - 2008

#5
Re: Controlled Documents

I store my documents as word files typically I just make sure that only the appropriate people have write access to where they are stored on the network.
 

Le Chiffre

Quite Involved in Discussions
#6
Re: Controlled Documents

I store my documents as word files typically I just make sure that only the appropriate people have write access to where they are stored on the network.
:agree1: Same here, that way when a revision is required, the editor doesn't have to seek out the original file that the pdf was created from. To work with a system of "all controlled documents are pdf files" you'd end up maintaining two versions of everything, the pdf and the "source" file.

The exception, where pdf's may be seen as more appropriate is if they contain a signature graphic of the sign-off. The question then becomes whether a graphic of a signature really provides any evidence of the sign-off, as it can be so easily replicated, or the document modified while keeping the signature.
 

Stijloor

Staff member
Super Moderator
#7
Hi All!

We are looking at getting the office paperless..

Would storing documents as PDFs be sufficient for controlling them once the doc control procedure reflects this??

Any thoughts appreciated

Take care

IrishMike
Hello IrishMike,

Please remember; it is your quality system. If it works for you and your company, it's fine. Too many times we get all wrapped up in document and record control issues. Yes, there are requirements, but the implementation is your decision. Do what makes sense for your business and its customers, and more than likely, you're fine with ISO 9001:2000 too.

Wishing you the best!

Stijloor.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#8
I sure hope so because that's the way I'm doing it!

All our controlled documents are stored in a directory that allows everyone in the company read access, but only document control has modify/delete access.
 
G

Gary E MacLean

#9
All our controlled documents are stored in a directory that allows everyone in the company read access
Don't forget the "available at point of use" requirement. 4.2.3.d. I generally have organizations define their points of use. For instance if an operator cannot leave a machine for anything then that operator's point of use is pretty small - the documents must be right there; a terminal or a hard copy.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#10
Don't forget the "available at point of use" requirement. 4.2.3.d. I generally have organizations define their points of use. For instance if an operator cannot leave a machine for anything then that operator's point of use is pretty small - the documents must be right there; a terminal or a hard copy.
it's covered. Getting to a PC in the current system is no harder than getting to a procedure manual in the old system.
 
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