Document Control - How do you Control Forms?

[jmp4429]

I'm wondering how other organizations control their forms. I was cleaning out our "Current Forms" folder in our TS 16949 section of the network drive, and started to realize some of them were pretty old. I dug deeper and found that a lot of our departments have newer revisions of the forms that they are using.

I don't know if the forms in our "Current Forms" folder were intended to be the master copies, or if they were meant to be uncontrolled and used as a reference since the man who set up the system left months before I began working here. I do know that my department is the only one who goes to this folder when they need a form.

I'm tempted to just move our forms to a departmental folder, delete the "Current Forms" folder, and let departments manage their own forms, since they seem to be doing a good job of controlling them. What concerns me is the forms used by multiple departments, and the likelihood that one department will revise the form without finding out who all uses it, and eventually each department will have their own version of the form.

For example, we have a form that we use for 5-P analysis. Quality uses it, Shipping uses it, and I just found out that Safety uses it as well. I'm not sure that if one department decided to modify it, they would inform the other departments. Even if we required some notification, it wouldn't shock me if another department decided to start using it one day, and nobody else would know (which is basically what happened with Safety).

So, what do you think? Do I take control over all forms used in the plant or have each department re-number their forms so they can revise them at will?

 

[Erich]

We do not allow dept. to modify at will.. you lose control and chance the use of obsolete forms..
For us, forms are attached to a SOP which explains it's use and if anyone wishes to modify a form it is handled the same way and with the same approvals as modifing/revising a proceedure. then the new form is attached on line..as an appendix. and the obsolete form deleted.

just how we do it...

Emery

 

[Randy Stewart]

I'm tempted to just move our forms to a departmental folder, delete the "Current Forms" folder, and let departments manage their own forms, since they seem to be doing a good job of controlling them.

This is exactly what we do, the user is responsible. As for the forms used across departments, we tie them to the process so that the process owner owns the form.

 

[Mike S.]

There are some detailed threads on this topic that may help if you wanna do a search.

Erich - I do not formally rev. control forms unless they can be shown to act as a WI as well as a form.

 

[Tiger_T]

We maintain forms on our Intranet controlled by the process owner and QA approval. This way they are easily updated and easily obtained.

 

[sardonyx]

I know we need to control forms especially if they are related with the procedures or processes but I'm just wondering if you also control PO form? or any purchasing or any human resources forms which may not be associated with the final product? Sorry I have to include this question here rather create another thread, since I am asking also with the same topic, "form."

 

[Kevin H]

We use a web-based document control program located on a dedicated server. QA has the responsibility of administering the doc control program, which means I always get to review and comment on forms before the most recent version gets posted. (Our forms are either word or excel documents.)

In most instances, the latest revision of forms are posted in the forms section of our document control system. For some forms used by only one department/process, the department is responsible for control and distribution. We require forms to have at a minimum a revision date. For those forms published in the doc control system I've also added a form # and maintain a master list of forms, which is broken down into forms assigned to various processes.

Typically, if a form is used by more than 1 department/process it's posted in our doc control system. We do post our HR forms in our doc control system. ALL PO's are issued through a computer program and are sequentially numbered, etc. so control is assured through that program, which does not tie to our doc control program, but rather to our planned maintenance program.

Our system currently covers 3 plants: 2 in Pennsylvania and 1 in New York, with total # of employees being about 170.

 

[Ragnar]

Document Control (Major Nonconformance)

Can anybody please help?
We have received a major N/C during our TS registration audit, for Control of Documentation, or should I say "Lack of Control"? Now the arguments have begun in our plant as to what needs to be controlled. Is there a descision tree or flow chart available that defines what documents need control?, and why? and which ones don't and why? We are a tier one supplier of automotive parts to tyhe big 3.
Any help would be greatly appreciated.
Thanks.

 

[Jim Wynne]

Can anybody please help?
We have received a major N/C during our TS registration audit, for Control of Documentation, or should I say "Lack of Control"? Now the arguments have begun in our plant as to what needs to be controlled. Is there a descision tree or flow chart available that defines what documents need control?, and why? and which ones don't and why? We are a tier one supplier of automotive parts to tyhe big 3.
Any help would be greatly appreciated.
Thanks.

A simple rule of thumb: If a change has the potential to affect product quality or customer satisfaction, the document should be controlled. Please provide more detail as to what the finding was about so we can offer directed help.

 

[Wes Bucey]

A simple rule of thumb: If a change has the potential to affect product quality or customer satisfaction, the document should be controlled. Please provide more detail as to what the finding was about so we can offer directed help.

Good rule of thumb! Yes. Give us more details so we can cut through the fog and be more efficient in giving you an answer.