Document Control - Does the Intranet Copy need to be Stamped "CONTROL COPY".

#1
Dear all,
Could you please clear to me when we upload the QMS (documents) on Compnay Intranet, all the pages should be Stamped by CONTROLL COPY or we can upload without any stamp as PDF . ?:confused:
 
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qusys

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#2
Re: Document Control

Dear all,
Could you please clear to me when we upload the QMS (documents) on Compnay Intranet, all the pages should be Stamped by CONTROLL COPY or we can upload without any stamp as PDF . ?:confused:
This could be inserted in your document control procedure , to establish how to proceed.
In my opinion, but the decision to comply is up to you, you can upload without any stamp as PDF, because in the intranet company you can link these documents that are controlled by default in your document system.
You shall assure that clicking on the related document, it appears the last version of the desidered document.
Hope this helps:bigwave:
 
J
#3
Re: Document Control

This could be inserted in your document control procedure , to establish how to proceed.
In my opinion, but the decision to comply is up to you, you can upload without any stamp as PDF, because in the intranet company you can link these documents that are controlled by default in your document system.
You shall assure that clicking on the related document, it appears the last version of the desired document.
Hope this helps:bigwave:
Agree with this.
Stamping of documents is basically a "hard copy" function in my opinion. Documents loaded onto an intranet and access to the intranet properly controlled should provide sufficient security.
Just make sure that your procedures accurately reflect this.

I would also suggest making any copies printed from the intranet "uncontrolled", or "valid only on the day printed" or something of that nature. This prevents people from printing off a document and then never checking back for revisions.

Peace
James
 
J

Jason PCSwitches

#4
We just added a note to the footer of the documents placed in our intranet stating printed copies are uncontrolled copies. Simple & effective.
 
R

Ralph Long

#5
We just added a note to the footer of the documents placed in our intranet stating printed copies are uncontrolled copies. Simple & effective.

I agree that this is a simple approach....could you state that printed copies are uncontrolled in your procedure and not need the footer?

I'm currently revising our system and your post gave me this thought. I suppose it will depend on the individual business, but if it works with the footer, couldn't it work if stated in the DC procedure?
 
J
#6
I agree that this is a simple approach....could you state that printed copies are uncontrolled in your procedure and not need the footer?

I'm currently revising our system and your post gave me this thought. I suppose it will depend on the individual business, but if it works with the footer, couldn't it work if stated in the DC procedure?
This might depend on the level of training of those printing and using the documents.

Peace
James
 
#7
Dear all,
Could you please clear to me when we upload the QMS (documents) on Compnay Intranet, all the pages should be Stamped by CONTROLL COPY or we can upload without any stamp as PDF . ?:confused:
There is no requirement to stamp any document with anything.
 

somashekar

Staff member
Super Moderator
#8
I'm currently revising our system and your post gave me this thought. I suppose it will depend on the individual business, but if it works with the footer, couldn't it work if stated in the DC procedure?
It can work certainly.
I will always say to make any important communication, look at how user friendly it can be made and how much visible ...
 
J

Jeorg

#9
As others have said there is no requirement to stamp documents. AS an auditor, if I found someone using an obsolete document, even if it was marked "uncontrolled" I would still write an NC.

Its old thinking.

Most companies just have them uploaded to the intranet. There needs to be a statement in the document control procedure that informs everyone that the user is responsible for making sure they are using the latest procedure.
 
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