Document Control in a Company with Only Paper Procedures

K

kapoor

#1
#1
Document Control

What should be the control points to be included in a good Document Control Procedure for a company maintaing all documents as soft copy.I would be thankful to members if someone could provide me a good procedure for Document Control .
 
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Claes Gefvenberg

Claes Gefvenberg

Admin
#2
#2
Hello Kapoor,

I can't offer you a procedure (Our stuff is in Swedish, and I don't care much for translating it), but I'm certain some of the others can come up with something. However, have discussed this topic several times under Documentation and forms. Have a look there or run a search. For starters I suggest the thread Control and distribution of document. There are also several other relevant threads.

/Claes
 
J

JodiB

#3
#3
I would be very nervous having all documents maintained in soft copy. I would want to have a backup disk(s) if nothing else. And it doesn't hurt to have critical docs in printed form for those times when computer access is not available.
 
SteelMaiden

SteelMaiden

Super Moderator
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#4
#4
Lucinda said:

I would be very nervous having all documents maintained in soft copy. I would want to have a backup disk(s) if nothing else. And it doesn't hurt to have critical docs in printed form for those times when computer access is not available.
Click to expand...
Ah, come on, Lucinda, walk on the wild side!:biglaugh:

The only time we've had a problem with e-docs is the day before the auditor shows up, happens every time!

Best preventive measure for web based QMS - have a web that you only use for viewing, with a working copy that you use for all your revisions, publish from your working web to the viewing web. If anything ever happens, you've still got one complete and current web.

Back-up disks? We don' need no steenking back-up disks.:vfunny:

Sorry, it was a long day with too many unwanted surprises!
 
Claes Gefvenberg

Claes Gefvenberg

Admin
#5
#5
Lucinda said:

I would be very nervous having all documents maintained in soft copy. I would want to have a backup disk(s) if nothing else. And it doesn't hurt to have critical docs in printed form for those times when computer access is not available.
Click to expand...
Well, We can use any type of medium we want (4.2.1 note 3) but naturally we also have to follow the requirements in 4.2.3e and 4.2.4.

SteelMaiden said:
Back-up disks? We don' need no steenking back-up disks.

Sorry, it was a long day with too many unwanted surprises!
Click to expand...
Like problems with e-docs? ;)

/Claes
 
R

Randy Stewart

#6
#6
Gotta go with e-docs

We have used the "CAD is master" for some time now. So it fits that our e-docs are master. We have a central location with a Master List that includes "hot links" to the procedures, forms and flows. We have our disaster recovery plan in place, mainly daily backups on 2 sets of magnetic tapes, one is stored off site. We also have a mirrored server at a remote location. The back up is mainly due to the amount of CAD data we require at any given time (Master Body Gages, Die Developments, etc.) so most may not have the resources necessary. The mag tapes have worked for years and can survive for over 7 years (accounting data).
When a document is posted in the designated location it is considered approved and current. The doc control person is the only one that can post to this folder. Our procedure states that all printed copies are considered uncontrolled and must be verified by the user to be current.
Hope this helps.

'Cinda -- Read my signature, let go of the hardcopies!!!!:biglaugh:
 
M

Mike S.

Happy to be Alive
Trusted Information Resource
#7
#7
Re: Document Control

kapoor said:

What should be the control points to be included in a good Document Control Procedure for a company maintaing all documents as soft copy.I would be thankful to members if someone could provide me a good procedure for Document Control .
Click to expand...
Kapoor,

Others have posted some sage advice regarding e-docs. But if for some strange reason it must be all paper (soft-copy) I would seriously suggest that either all docs are stored in a fireproof safe or that backup copies are stored in a fireproof safe or off site.

Of course, you have to clearly identify issue currency -- using a red "controlled copy" or "latest revision" stamp for current revisions and maybe an "obsolete - do not use" stamp for obsolete docs you might want to keep for "knowledge preservation". Maybe a master list or other easy method so everyone can easily determine the latest rev. of any doc.

Also consider how you will review and approve them; format and content issues; and handling customer docs.

Write somethign that works for you and the users of the docs. If you doubt your procedure, post it here for the members to review and critique -- post it as text instead of an attachment if you want everyone to be able to view it. Hope this helps. Good luck.
 
Claes Gefvenberg

Claes Gefvenberg

Admin
#8
#8
Re: Gotta go with e-docs

Randy Stewart said:
---X---
'Cinda -- Read my signature, let go of the hardcopies!!!!:biglaugh:
Click to expand...
Great minds, Stew...:D

And our setup seem to be more or less identical to yours.

Mike S. said:
---X---
But if for some strange reason it must be all paper (soft-copy)
---X---
Click to expand...
As for paper or electrons: Who says that paper is safer than digital media?

/Claes
 
M

Mike S.

Happy to be Alive
Trusted Information Resource
#9
#9
Re: Re: Gotta go with e-docs

Claes Gefvenberg said:




As for paper or electrons: Who says that paper is safer than digital media?

/Claes
Click to expand...
Ummm, I dunno. I didn't say that, did I Claes? :confused:
 
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