Do Document Master Lists need a Form Number

[Nomad]

Hello Cove People,

I have some questions about document "Master Lists". Should they have a form number and be listed on the document "Master List"?
If the document "Master List" is generated from a password protected database would it need a form number and to be listed?
I am and would like to get some opinions.
the Cove is a GREAT resource. The topics covered, the knowledge base, the new and different ideas have helped in solving some of the problems that have popped up in our facility.

Thanks,
JR

 

[Marc]

You don't have to use numbers for anythng, actually. Numbers are convenient for larger, more complex companies. Most companies use an alpha-numeric combination. A lot of small companies identify documents and forums simply by their name or their disk file name.

In the case of a database, no problem. It is technically a 'report' that is being generated. Your ID could be whatever the report name is.

 

[Nomad]

Thanks Marc,
That helps!!
Would these be considered controlled documents? If so, would they need to be listed on the master list? Wouldn't that be a circular reference? Once again , I'm confusing myself.

 

[Marc]

Well, you're in a gray area there. The database should have some way to track document revisions. What I have seen is where each document revision stays as a record and the 'report' of current documents filters out lower revision levels so the list only shows the current revision of any given document.

I would probably reference it in the QMS manual or a procedure (flow chart, whatever) by name and comment that it is a database report. Unless you keep paper printouts of the master document listing each time a document is updated it's sort of a moot issue because it's a 'live' report.

If an auditor asked about my 'master' document list, I'd say it's a database report and show him/her. It is controlled by the aspect of it being a password protected database. You could list the report in your document master list by making an entry for it, but the concern would be with revision level. If you change any document(s) you have to 'rev' the master list entry - but since it's a report, without a paper copy - as I said above - to me its seems a moot point. A change history of a document or form is expected but I have never had an auditor ask for a change history file of the controlled document list its self.

But - hopefully some other will chime in here because I'm sure there are a lot of ways to look at this.

 

[Graeme]

Number? What number?

My master list is a web page of links to the documents. There's no number ... but the uniform resource locator (URL) makes it a unique identifier. But nobody has ever asked for that - they just click on the link that says "documents".

We have been certified to ISO 9001:2000 for three years now and just had our recertification audit -- nobody has had anything negative to say, and the only comments have been favorable.