Difference between Controlled & Uncontrolled Documents

H

hokieman

#11
Grasping the Concept

Thanks to everyone!

I feel I am grasping this concept but where my confusion comes in is the identification of a controlled document (i.e. watermark etc..). My company is a very small one of approx 40 employees. We have an operation sheet that goes to the floor with each order. This sheet describes each step of the machining and packaging process. Will each copy of this sheet that goes to the floor require a watermark saying "QMS Controlled Document"? Same for each preventive maintenance form and so on. Or does the watermark only apply to forms in their file hardcopy or electronic state that are maintained by me , the QMS Rep.? I know that any copy going to a customer will need to be identified as "QMS Uncontrolled Document". What about inside our facility in general? Thanks again! :biglaugh:
 
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Wes Bucey

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#12
hokieman said:
Thanks to everyone!

I feel I am grasping this concept but where my confusion comes in is the identification of a controlled document (i.e. watermark etc..). My company is a very small one of approx 40 employees. We have an operation sheet that goes to the floor with each order. This sheet describes each step of the machining and packaging process. Will each copy of this sheet that goes to the floor require a watermark saying "QMS Controlled Document"? Same for each preventive maintenance form and so on. Or does the watermark only apply to forms in their file hardcopy or electronic state that are maintained by me , the QMS Rep.? I know that any copy going to a customer will need to be identified as "QMS Uncontrolled Document". What about inside our facility in general? Thanks again! :biglaugh:
The copy (what many of us term a "Traveller") could be a Controlled Document, but it is merely a "copy" of the original somewhere in your files. As you describe its use, for all intents and purposes, it is a one-time document that could be discarded at the end of the production cycle with no loss, having served its purpose.

The organization is the final arbiter of whether any given document is a "controlled document" - so you can do whatever you want as long as you do it consistently - my vote would be to just stamp it "copy" and leave the "controlled document" watermark for the original in your file.
 
Last edited:

amjadrana

Involved - Posts
#13
difference between controlled and uncontrolled documents

This has been an interesting discussion so far. The article is also a good guide on document control.

The difference between documents and records as relevant to ISO 9000 is that records do not have revision status and documents are subjected to revision.

All copies of documents within a company are controlled, if these copies are revised in case originals are also revised. The notes posted on the organization for information purposes are mostly records and not documents.

The copies of such documents are not controlled, if these copies were given to a certain department for information that was valid and required for that particular time only.

Let us suppose that we have a production work instruction that is being used by a particular production department. The original work instruction is in the master binder for quality system documentation. A copy has been given to production department that carries out the operation. This copy would be controlled and each time the work instruction is revised, this department will receive the latest revision.

Let us suppose that the accounts department needs this work instruction for some information purposes for one time only. Then we can give an uncontrolled copy to accounts. We do not need to give them a revision. However, if at a later stage the same work instruction is again needed by accounts, we can give another uncontrolled copy that was the latest revision at that time.

I hope I am making some sense.
 
H

hokieman

#14
amjadrana said:
This has been an interesting discussion so far. The article is also a good guide on document control.

The difference between documents and records as relevant to ISO 9000 is that records do not have revision status and documents are subjected to revision.

All copies of documents within a company are controlled, if these copies are revised in case originals are also revised. The notes posted on the organization for information purposes are mostly records and not documents.

The copies of such documents are not controlled, if these copies were given to a certain department for information that was valid and required for that particular time only.

Let us suppose that we have a production work instruction that is being used by a particular production department. The original work instruction is in the master binder for quality system documentation. A copy has been given to production department that carries out the operation. This copy would be controlled and each time the work instruction is revised, this department will receive the latest revision.

Let us suppose that the accounts department needs this work instruction for some information purposes for one time only. Then we can give an uncontrolled copy to accounts. We do not need to give them a revision. However, if at a later stage the same work instruction is again needed by accounts, we can give another uncontrolled copy that was the latest revision at that time.

I hope I am making some sense.

Yes That make a lot of sense! Thanks!
 
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