Document Control Advice for a Materials Testing Laboratory

[Benjamin28]

I am searching for some advice on document control. I have thumbed through the related threads, procedure attachments, etc...yet I think some advice on my specific situation would be more helpful.

So, here it is...we are a materials testing laboratory, as such we maintain a vast library of technical specifications ASTMs, Client Specs, Material specs, MIL stds, FED, etc...Suffice it to say we have thousands of technical specifications in hardcopies. The trick is keeping these updated to their most current revision levels. Some, we get notifications on, such as the ASTMs whenever a revision occurs, others (specifically client specs) we have to review the revision level to assure we have the correct level.

What's worse, is this is compounded, since each spec is digested for core requirements (particular to our testing) and is placed into a master lab test document, so additionally we have to ensure these master documents are also correct to the most current revision level.

This process, when you factor in how many specs were talking about, is prone to errors. Additionally, upkeep of the specifications is beyond cumbersome. I wonder if anyone has experience managing a document control system like this. I'm looking for any advice on how to simplify this process, minimize the likelyhood that any outdated specifications will be utilized.

Currently we somewhat rely on the customer to dictate what spec and revision level needs to be used, verifying that the master lab sheet is current, proceeding if it is, and updating the document/spec if it's not. However, the majority of clients do not list revision levels, or they list revision levels that are outdated without their knowledge. Relying on the customer for this is not an acceptable form of control.

Hoping to find a better way to proceed without throwing gobs of manpower at the documents control program...

 

[Duke Okes]

Have you looked at a document management system? e.g., scan documents, stuff them into folders, have a cross-reference of applications (e.g., contract, relevant procedures) vs. each appropriate standard & level of it.

 

[ScottK]

Re: Document Control Advice

There are services out there that will "manage" your standards for you as far as letting you know when updates are available.

Here's one I know of:
http://engineers.ihs.com/products/standards/webquote/quote-collections.htm?mid=W102

(I'm not endorsing them as I don't use the service, I just buy my standards one by one from them. Just posting an example)

Of course this won't be much good for customer authored standards.

The digesting and creating another document is really tough....

Have you thought about putting them all on a network drive as .pdf files and getting rid of the paper? That's what we do with ours. I buy them in pdf form and keep them on the server rather than buying paper copies.
Then everyone with a computer can access what they need at their desks and print out working copies as needed (but that's probably against copyright )
You could even invest in a document management system

Just some thoughts.

 

[andygr]

Here is the structure I see that you have

Internal Lab document
Industry Spec
Customer specs

Now what you want to try and do is be able to tell when an industry or customer spec changes what Internal lab documents will need to be reviewed and updated.
This drives me to a personnel preference that if something is stated in a controlling document I do not repeat it in another document (except as a reference). As we all know this is how things get out of sync. And is the heart of your problem.

A relational data base ( pick your favorite even excel would work) would identify what internal document uses what outside document at what revision.

You could then create listings of similar documents and verify the latest revisions on line on some cycle such as quarterly . You may not be able to see the actual document but there are free services out there that will show the latest revision level( such as IHS mentioned above)

For those documents from your customers I would deal with it contractually by not just accepting their PO’s if they do not have the spec revision # indicated on the po ( I would not accept latest revision wording unless they gave me a quick way to verify it) but sending back an exclusion clause that you will work to the latest revision you have on file if they do not provide online access ( if they do this the person accepting the PO can check to see if you are working to the latest. This is important as you could find new requirements that increase the cost of your work performed) and that you will every six months send them a listing of documents and revisions you have on file for their review and update.

 

[Wes Bucey]

I've written and lectured on the topic of "electronic document management" extensively.

Here's a link to one of my posts on the topic here in the Cove.
http://elsmar.com/Forums/showthread.php?p=120515&highlight=electronic+document+management#post120515

 

[Tim Butler]

Hello.

Here is a program, a company I work with utilizes to manage thousands of standards and it keeps them up to date - including rev levels. We are a testing house as well, and use the program with great success, ensuring the engineers are conducting tests against the latest revisions of each standard. I don't know much more about it than that.

It is an EMC product, and one of the managers at the company, thinks it works very well.

It is called: Documentum

Search the web under this name and its' website should come up.

I hope that helps.

Tim

I am searching for some advice on document control. I have thumbed through the related threads, procedure attachments, etc...yet I think some advice on my specific situation would be more helpful.

So, here it is...we are a materials testing laboratory, as such we maintain a vast library of technical specifications ASTMs, Client Specs, Material specs, MIL stds, FED, etc...Suffice it to say we have thousands of technical specifications in hardcopies. The trick is keeping these updated to their most current revision levels. Some, we get notifications on, such as the ASTMs whenever a revision occurs, others (specifically client specs) we have to review the revision level to assure we have the correct level.

What's worse, is this is compounded, since each spec is digested for core requirements (particular to our testing) and is placed into a master lab test document, so additionally we have to ensure these master documents are also correct to the most current revision level.

This process, when you factor in how many specs were talking about, is prone to errors. Additionally, upkeep of the specifications is beyond cumbersome. I wonder if anyone has experience managing a document control system like this. I'm looking for any advice on how to simplify this process, minimize the likelyhood that any outdated specifications will be utilized.

Currently we somewhat rely on the customer to dictate what spec and revision level needs to be used, verifying that the master lab sheet is current, proceeding if it is, and updating the document/spec if it's not. However, the majority of clients do not list revision levels, or they list revision levels that are outdated without their knowledge. Relying on the customer for this is not an acceptable form of control.

Hoping to find a better way to proceed without throwing gobs of manpower at the documents control program...

 

[al40]

I am searching for some advice on document control. I have thumbed through the related threads, procedure attachments, etc...yet I think some advice on my specific situation would be more helpful.

So, here it is...we are a materials testing laboratory, as such we maintain a vast library of technical specifications ASTMs, Client Specs, Material specs, MIL stds, FED, etc...Suffice it to say we have thousands of technical specifications in hardcopies. The trick is keeping these updated to their most current revision levels. Some, we get notifications on, such as the ASTMs whenever a revision occurs, others (specifically client specs) we have to review the revision level to assure we have the correct level.

What's worse, is this is compounded, since each spec is digested for core requirements (particular to our testing) and is placed into a master lab test document, so additionally we have to ensure these master documents are also correct to the most current revision level.

This process, when you factor in how many specs were talking about, is prone to errors. Additionally, upkeep of the specifications is beyond cumbersome. I wonder if anyone has experience managing a document control system like this. I'm looking for any advice on how to simplify this process, minimize the likelyhood that any outdated specifications will be utilized.

Currently we somewhat rely on the customer to dictate what spec and revision level needs to be used, verifying that the master lab sheet is current, proceeding if it is, and updating the document/spec if it's not. However, the majority of clients do not list revision levels, or they list revision levels that are outdated without their knowledge. Relying on the customer for this is not an acceptable form of control.

Hoping to find a better way to proceed without throwing gobs of manpower at the documents control program...

I would reccommend you take a look at Qualtrax, it's a cofiguration management system that can handle all of your needs. We use it and we have just about every ANSI, Mil, SAE specification you can think of in it. The implementation was easy and they provided excellent cusotmer support and on-site support when we started the system up.


Best Regards,

al40

 

[Tim Butler]

Al,

Thanks, I do not get involved in the mgt of the docs. CSA seems quite happy with the EMC - Documentum, but I will pass it along. ( QUALTRAX )

Thanks,
Tim

I would reccommend you take a look at Qualtrax, it's a cofiguration management system that can handle all of your needs. We use it and we have just about every ANSI, Mil, SAE specification you can think of in it. The implementation was easy and they provided excellent cusotmer support and on-site support when we started the system up.


Best Regards,

al40