Document Control - Details to include on Documents

C

cinderella

#1
Hi Everyone,
I have two queries regarding document control

Firstly, we have created a central database that will hold all documents that must be controlled as part of ISO 9001:2008 and our QMS. In this database will be all the revision details and changes made to a document, so for example, when a document is revised, whatever changes were made to it, including when and the version number, will be explained in this database. Is this sufficient or do any changes made to documents need to be held in the actual document?

Secondly, what information needs to be in the actual document? Currently, we have a footer that tells you the name and number of the document, the version number, the date it was created and the date it was last reviewed, along with our organisation name. Is this sufficient also, or are more details required?

If you need me to clarify anything just let me know!
Thanks!
 
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insect warfare

QA=Question Authority
Trusted Information Resource
#2
Re: Document Control - Details to include on document

Hi Everyone,
I have two queries regarding document control

Firstly, we have created a central database that will hold all documents that must be controlled as part of ISO 9001:2008 and our QMS. In this database will be all the revision details and changes made to a document, so for example, when a document is revised, whatever changes were made to it, including when and the version number, will be explained in this database. Is this sufficient or do any changes made to documents need to be held in the actual document?
As long as changes to controlled documents are identified somewhere and controlled, you have met the requirement.

Secondly, what information needs to be in the actual document? Currently, we have a footer that tells you the name and number of the document, the version number, the date it was created and the date it was last reviewed, along with our organisation name. Is this sufficient also, or are more details required?
As long as you ensure that documents are legible and readily identifiable (meaning that everyone knows what they are and how to refer to them), what you are doing will suffice.

Brian :rolleyes:
 

Mikishots

Trusted Information Resource
#3
Re: Document Control - Details to include on document

Hi Everyone,
I have two queries regarding document control

Firstly, we have created a central database that will hold all documents that must be controlled as part of ISO 9001:2008 and our QMS. In this database will be all the revision details and changes made to a document, so for example, when a document is revised, whatever changes were made to it, including when and the version number, will be explained in this database. Is this sufficient or do any changes made to documents need to be held in the actual document?

Secondly, what information needs to be in the actual document? Currently, we have a footer that tells you the name and number of the document, the version number, the date it was created and the date it was last reviewed, along with our organisation name. Is this sufficient also, or are more details required?

If you need me to clarify anything just let me know!
Thanks!
The standard states that the organization is to define the controls needed to review and update documents, identify current revisions, etc.

One of the reasons why the information you've described can be found in the document itself is that it can allow identification of status when it is away from the database, i.e. emailed, printed or otherwise copied. Without this info, it would be very difficult to consistently identify a document as being current unless you compared it directly with a known, current copy.
 
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