Hello Dominic and Sardokar for the explanation
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?
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