Distribution of Controlled Copies - Document Control

harry

Super Moderator
#1
.................... Document was already signed, ........................
Since it had been approved, you should follow whatever stated in your document control procedure instead of any other person's opinion - unless you want to or are in a position to amend it.

i need to produce about 26400 pages to be distibuted on different departments/personnels
Seriously, this figure raised an alarm in me. But without seeing it (or further info), I am not in a position to comment.
 
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C

ching10

#2
Distribution of Controlled Copies

Hi everybody!

I just want to ask .

Kindly give advise which condition below is acceptable.

Document was already signed, however i need to produce about 26400 pages to be distibuted on different departments/personnels. Probably i will consume more papers. I want to reduce the use of papers.

Conditions:
1. Make copies and then put controlled stamp (manually)
2. Scan copies (in pdf file), put controlled template (controlled stamp) from computer then save on dvd/cd then give to concern department/personnel.
3. Scan copies (in pdf file), put in company intranet (no controlled stamp).

thanks in advance
 
K

Ka Pilo

#4
Re: Distribution of Controlled Copies

Hi everybody!

I just want to ask .

Kindly give advise which condition below is acceptable.

Document was already signed, however i need to produce about 26400 pages to be distibuted on different departments/personnels. Probably i will consume more papers. I want to reduce the use of papers.
Why is it that many?
Conditions:
1. Make copies and then put controlled stamp (manually)
2. Scan copies (in pdf file), put controlled template (controlled stamp) from computer then save on dvd/cd then give to concern department/personnel.
3. Scan copies (in pdf file), put in company intranet (no controlled stamp).

thanks in advance
What does your control of document procedure says?
 
C

ching10

#5
Re: Distribution of Controlled Copies

Currently the control of document procedure was not yet approved and under develop, but the conditions i mentioned was not mentioned.

If ever i make a control of document procedure, is the three conditions possible?
 
K

Ka Pilo

#6
Re: Distribution of Controlled Copies

Currently the control of document procedure was not yet approved and under develop, but the conditions i mentioned was not mentioned.

If ever i make a control of document procedure, is the three conditions possible?
Upoad the QMS documents to the Intranet for users access (read-only). In my opinion it's more practical and cost effective.
 
J
#7
Re: Distribution of Controlled Copies

Currently the control of document procedure was not yet approved and under develop, but the conditions i mentioned was not mentioned.

If ever i make a control of document procedure, is the three conditions possible?
Any of the three options are acceptable. Which of the three is best and easiest to control for you and your company.

Personally I'd be looking at option three, regardless of the number of copies we are taling about.
Put them all on an intranet with read only access.
In addition I would either restrict the ability to print documents or, if that is not possible, place a disclaimer in my procedure and on the documents that hard copies are considered "uncontrolled" and valid only on the date they are printed.
This will help prevent people from printing off documents they need and then not checking the system periodically for updates.

Peace
James
 
P

pldey42

#8
I don't think we know enough to be able to judge ...

Is this one document of 26400 pages, 26400 copies of one document, 264 copies of 100 docs ... ?

Were there several drafts? Which version was approved? How does everyone know they approved the right draft?

Does it display a version or issue number, a date, something that shows the version that was approved?

What's a "controlled" stamp? A stamp that says "Controlled"? A date stamp?

Why not just put a version number on the document itself?

I think it helps to remember the principles that underlie the ISO 9001 requirements. For document control, the relevant principle is to ensure that those who need the document can easily find it when needed, and be confident they have the right version. (That applies through the approval cycle as well, so as to be sure that everyone is reviewing and approving the correct draft - sometimes there are several drafts, all different, seeds of confusion.)

I'd use this principle to evaluate your options ...

... To which you might add, write the version number or date of approval or some kind of identifier in the document itself, and avoid the printing and stamping, or the scanning.

If you use the intranet, can everyone who needs the document access it from their normal place of work?

If you use a DVD/CD, what will they do with it? Do they all have computers (that can read it -- netbooks don't have DVD/CD drives) easily available? How will you locate and withdraw copies of the DVD/CD and of stuff printed from it when the next version is published?

Quality management is supposed to be about making life simple and error-proof for everyone - including the quality manager.

Hope this helps,
Pat
 
A

auditrookie

#9
Hi Harry,
I have a question: a few years back I began identifying all released work instructions with a watermark; "Printed copies are considered uncontrolled. Revision can be confirmed by Document control". In our recent registrar audit, the audit asked why we are putting uncontrolled copies on the production floor.

My mgr at the time told me what to put on these and it has not been questioned until now. In previous companies I always used a release stamp. Should I change the watermark to say "controlled copy"? not sure where to go with this.

thanks for your help,
 
J
#10
Hi Harry,
I have a question: a few years back I began identifying all released work instructions with a watermark; "Printed copies are considered uncontrolled. Revision can be confirmed by Document control". In our recent registrar audit, the audit asked why we are putting uncontrolled copies on the production floor.

My mgr at the time told me what to put on these and it has not been questioned until now. In previous companies I always used a release stamp. Should I change the watermark to say "controlled copy"? not sure where to go with this.

thanks for your help,
I have seen companies use the method similar to yours but instead of sayin "uncontrolled" they say they are valid only on the date of printing" followed by a print date.
In this way, if an auditor finds a copy on the floor with that day's date, it is not "uncontrolled".

Peace
James
 
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