Deleted (Obsoleted) Procedures - How do I track? Should I keep a copy?

[CarolX]

deleted procedures

Hello All,

I need some advice. I need to know if my thinking is on the right track here.

I have a quality procedure that is no longer needed. The procedure covered bar code verification. Our old bar code printer required manual input of the information by the guy in shipping, so inspection would verify that all information was correct. Our new printer is tied right into our main system, and requires no manual input in shipping. The procedure for using bar codes has been revised, but I need to delete the quality procedure.

What I plan to do is pull the procedure, mark it "DELETE" with a notation for the reason, and archive the procedure. On my table of contents I will mark it as "DELETED". On the revision history page I will note it was deleted and why.

How does this sound?

Thanks,
CarolX

 

[energy]

I would do as you are saying, with the reason for deletion being "superceded by your revised procedure so and so.

 

[SteelMaiden]

Carol,

That sounds like it would work fine, just make sure that it is documented well along with how long you are going to hang on to those deleted procedures.

That is pretty much what we've done in the past. We maybe took it a step further, tho. We never saved a deleted procedure longer than we saved the records that came about because of it, and sometimes not that long if the reason for deletion was very clear and could be documented well in the revision history. If saved, we did the "for informational purposes" thing along with a date for minimum retention.

We also did not refer to deleted docs in the table of contents, but then again our tables of contents don't give a rev. date to alleviate the additional time and trouble of re-issuing a new table of contents for each revision.

Part of the reason we don't refer to the rev. # on tables of contents is that our QMS has been intranet based and each document is linked directly to the "Master List" and the rev. history of that particular document through the Rev.#.

There has never been a nonconformance issued to our document control system. The only thing is that you need to make it very clear in your policies and procedures what it is you are going to do. If it works and you can explain it, it is your decision how to handle it.

 

[Al Dyer]

Carol,

Just a guess, but it sounds like you don't have this situation covered in your document control procedure. If not, I would suggest it be covered in a procedure or work instruction. I don't know your document structure so I don't want to go to far with my response.

I don't know about ISO-9k:2000, but a document control procedure is required for ISO-9k:1994, QS, and TS.

IMHO

ASD...

 

[CarolX]

Al,

Good point. I guess this is the first time I have had a situation to delete a procedure. I reviewed my doc control procedure and I do not address how we will do this. I guess this is the time to formulate my ideas, test them and then put it to paper.

Thanks,
CarolX

 

[Marc]

Many (most?) corporations/companies have multiple levels of document control procedures. In larger corporations/companies it is not uncommon for a corporation/company to have a level 2 which defines the basics and plants and/or departments each have their own local procedure (which must, of course, be within the guidelines of the corporate/company level 2). Many companies have decentralized document control going down several levels.

That said, Document Control is required in all the standards - 14001, 9000:2000, TS 16949 - you name it.

 

[E Wall]

Obsolete Instruction

When we 'retire' a document that for equipment or product type change reasons will never be used again, we use the same document change/review process only identify description of change as Obsolete Spec/Instruction/etc... due to: _____. This way the 'review and approvals' are documented. We store only electronic copies of obsolete documents, no paper copies.

For us this is an effective process. Hope it helps, Eileen

 

[Al Dyer]

Carol,

What has worked for me in the past is this:

If a procedure is revised or deleted we keep a copy of the change record. This record notes who, what, when, where, and, why. If a procedure was deleted we always sent a copy of the change to the auditor and registrar.

Although most people at the company didn't know it, I always had a "secret" hard copy of all documents that were changed or revised. In those instances I would staple a copy of the approved change request to that document.

How did this jive with document retention? It was written in a way that we met all requirements. I just had an extra level of personal security. At the time I was the Management Representative, Document Control Specialist, Internal Auditor, Safety Coordinator, and anything else the General Manager tossed my way.

Databases make it much easier these days!

Call if I can go into more detail.