Document and Data Control Stamps

KCIPOH

Quite Involved in Discussions
#1
Hello Cove members.

Need explanation on the definition, purpose and when to use the below stamps for controlling documents for ISO9001:2008 for below :

1. Original copy
2. Control copy
3. Obsolete copy
4. Uncontroll copy


Need assistance:confused:
 
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qusys

Trusted Information Resource
#2
Hello Cove members.

Need explanation on the definition, purpose and when to use the below stamps for controlling documents for ISO9001:2008 for below :

1. Original copy
2. Control copy
3. Obsolete copy
4. Uncontroll copy


Need assistance:confused:

Hi KCIPOH,
I would only like to suggest that ISO 9001 has no requirement concerning with the usage of stamps for the example that you mention.
If you want to regulate the usage of the stamp, it is up to you and you can detail it in the procedure of document control.

In my experience I have seen this kind of stamp " copy conforming to the original" put on a document that is released , above all in the sector of public administration or in finance and procurement processes, where the content is fixed for a certain time and does not suddenly change or cannot be changed at all, such as a contract, a receipt etc.. This could be considered as a " controlled copy".
For instance, in the case of printed procedures from on-line system repository, these documents should be considered "uncontrolled" and could have the stamp " uncontrolled copy", given that in the meatine it could happen a an approved change. I have usually seen that in some organization these printed "uncontrolled copy" have a due date , for instance 24 hours since the printing, given that the organization has evaluated this risk and reasonably allows for this.
Hope this helps:bigwave:
 
S

Sardokar

#3
Hello

as per my experience i would say the following :

1. Original copy :

Going on a limb here but ... maybe what is meant by this is the document that is originally signed as being verified and approved for distribution ?

Employees would then have "copies" of that original document , those copies being "controlled" documents

In our Company the "original" documents are kept in a filebox (with signatures of Process owner and GM ), and the forms and procedures the employees can consult and use are put on a fileserver (digital versions) ...we believe this lessens paperwork and is much easier to update the documents if newer versions are created

2. Control copy

I believe you mean "controlled" copy ...the purpose of this stamp is to show that this document (design and/or content) modifications are being controlled by the quality team ...and that the document you have in your hands is the latest version of the form that is stamped with that stamp

in our company we dont go stamping all our documents "controlled copy" ...we have a code (at the bottom of our controlled documents )which shows the version and date of creation of the document ... Then by refering to our Master list the user can make sure he is using the latest version


3. Obsolete copy


An obsolete copy is a document who is no longer the last created ...there is a newer document than this document

for example the Quality Manual ...if it was version 2 and some modifications to its content are made the newer Quality Manual would be version 3

The "Version 3" Quality Manual would be the controlled document , and the "Version 2 " Quality Manual would be stamped with "Obsolete copy" , to prevent people from continuing to use it

Hope it's clear


In our company Obsolete copies of documents (not records) are usually destroyed , as to prevent users from continuing to use them by mistake

4. Uncontrolled copy


Uncontrolled copies are copies of documents that are generally sent outside the company and which therefore become uncontrolled ...

for Example if we send a Quality Manual to a prospect , it will be stamped uncontrolled copy , because we will not be updating the prospect with every new modifications and asking him to stop using the old version of the document

In our company we stamp the documents as "uncontrolled" and we also have a log file that shows to what version of the uncontrolled documents were sent , when and to whom

That's about it ...

Hope it helps
 

KCIPOH

Quite Involved in Discussions
#4
Hello Dominic and Sardokar for the explanation :thanks:

but i missed out some questions regarding the topic :

1. Which type of documents need to be record in the DOCUMENT DISTRIBUTION RECORD when being distrubuted? is it the original copy, controlled copy, obsolete copy or uncontrolled copy?:confused:

Hello

as per my experience i would say the following :

1. Original copy :

Going on a limb here but ... maybe what is meant by this is the document that is originally signed as being verified and approved for distribution ?

Employees would then have "copies" of that original document , those copies being "controlled" documents

In our Company the "original" documents are kept in a filebox (with signatures of Process owner and GM ), and the forms and procedures the employees can consult and use are put on a fileserver (digital versions) ...we believe this lessens paperwork and is much easier to update the documents if newer versions are created

2. Control copy

I believe you mean "controlled" copy ...the purpose of this stamp is to show that this document (design and/or content) modifications are being controlled by the quality team ...and that the document you have in your hands is the latest version of the form that is stamped with that stamp

in our company we dont go stamping all our documents "controlled copy" ...we have a code (at the bottom of our controlled documents )which shows the version and date of creation of the document ... Then by refering to our Master list the user can make sure he is using the latest version


3. Obsolete copy


An obsolete copy is a document who is no longer the last created ...there is a newer document than this document

for example the Quality Manual ...if it was version 2 and some modifications to its content are made the newer Quality Manual would be version 3

The "Version 3" Quality Manual would be the controlled document , and the "Version 2 " Quality Manual would be stamped with "Obsolete copy" , to prevent people from continuing to use it

Hope it's clear


In our company Obsolete copies of documents (not records) are usually destroyed , as to prevent users from continuing to use them by mistake

4. Uncontrolled copy


Uncontrolled copies are copies of documents that are generally sent outside the company and which therefore become uncontrolled ...

for Example if we send a Quality Manual to a prospect , it will be stamped uncontrolled copy , because we will not be updating the prospect with every new modifications and asking him to stop using the old version of the document

In our company we stamp the documents as "uncontrolled" and we also have a log file that shows to what version of the uncontrolled documents were sent , when and to whom

That's about it ...

Hope it helps
 
S

Sardokar

#5
Hello Dominic and Sardokar for the explanation :thanks:

but i missed out some questions regarding the topic :

1. Which type of documents need to be record in the DOCUMENT DISTRIBUTION RECORD when being distrubuted? is it the original copy, controlled copy, obsolete copy or uncontrolled copy?:confused:
Well it depends ...


* Distribution record to employees of the company :

I would say "controlled copy" and maybe "original copy"


*Distribution record outside the company

I would say "uncontrolled copy" ...as per my explanation above about the log file that shows what version of the uncontrolled documents were sent , when and to whom


just my :2cents:
 

harry

Super Moderator
#7
.......................... Need explanation on the definition, purpose and when to use the below stamps for controlling documents ............................
Each organization may have a different name or term for it but the answers to your question can be found in their respective procedures on control of documents and control of records.
 
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