Hi everyone, this is my first thread...
I am appointed as quality responsible in my company (CNC machining metal parts) and ''earn'' legacy of already implemented QMS. Right now I am trying to get rid of documentation (procedures, work instructions, forms,...) that is not used and to implement idea of paperless documentation as much as possible.
Anyway, we have document and record matrix which I want to combine and I found few good examples here, Thanx for that, but browsing through them I got little confused about wheather this matrix should be treated as per 4.2.3 or 4.2.4?
I venture to guess that you are subscribing to the ISO 9001 standard based on what you have mentioned. Today I feel like I'm full of questions (or something else), so here are a few for your consideration:
- where in the standard are a document and/or a record matrix required?
- why do you need them?
- can you achieve easy document identification via other means?
Here is something that I have been using extensively with success:
- I name all documents and the electronic files (manual, procedures, instructions, forms) by whatever they are (i.e. Quality Manual, Internal Audit, Assembly Instruction, Inspection Form, etc)
- I use the save date as the revision date for the document and i include that as a field in the document's footer (it will update every time the document is saved)
- I organize documents in electronic forlders by category: policies, procedures, instructions, forms, records, etc
- I use the Details listing in an electronic folder to see a list of all documents or records in a folder by the last save date; I can also look at Properties for the creation date and could turn on document history record if wanted/needed
- in addition to the Record Control procedure I use a list of the records retained, minimum retention period, primary and alternate storage area/method & disposition method
This method has been working for me just fine for years. I have also experimented with html to create and improve document and record navigation & linking. Some other Cove users have successfully experimented with wiki software for their document control & distribution. Browse around and see if you find something that tickles your interest and don't be affraid to 'think outside the box'.