Document Control - Informing People of Document Changes

[Fire Girl]

Good Day

I seem to remember that somewhere along the line, you had to have a means for informing your employees of document changes. I was doing a monthly newsletter, but sometimes I forget and sometimes I really don't have that much to say. Does anybody have any good ideas for this? Please share.

Thanks

Fire Girl

 

[HFowler]

Fire Girl,

I just send department heads an email describing document changes. The email states that it is their responsible to inform their employees of the changes as appropriate. Most email systems have a "return receipt" or "delivery receipt" option that you can select. By using this send option, you will get a return email as evidence that they opened your email notifying them of document changes.
Regards,
Hank

 

[E Wall]

A Formalized Approach

Our system is more formal and less subjective.
We issue a Document Notification form (for updated specifications or work instructions) that must be signed by operators affected by the document change. (see blank form attached)

There is also a Document Distribution form that identifies what department manuals the document needs to be/ and was posted to, as well as what staff are responsible to review for their affected areas. (I'll follow with blank form as only one attachment can be selected).

I used to have to write these out by hand (for each shift for each department affected), but got smart and linked both (along with associate listings) to my database. So now on one screen I can enter the updated document and print out notifications which are based upon selections made for what departments are affected.

I simply go to the last record for the same document then:
1. Copy the record, 2. Mark the old revision as 'obsolete' using a checkbox, 3. Go to new record & paste information (saves a bunch of keying) then update with DCR #/Rev/and Date, 4. Press the 'Print notification' button and the updated MDCL for the master manual that is the only one to show the Rev level (department manuals have list, which is updated when a document is made obsolete or if a new one is added - no change for update), 5. Then I have only to make copies, distribute notification forms to supervisors and post to manuals.


It sounds like a lot, but really it takes very little time.

 

[E Wall]

%#%%$@#$%#$%#@ FILE!

Document Distribution Form:

Okay, heads up...I seem to be losing the file attachments when I have to 'go back' after an error message....When I try to add a file in 'edit' the option isn't available (or I'm blind as a bat).

 

[E Wall]

GRRrrrrrrrrr......FILE

Let's try this again, shall we?

ANyone got some prozac to share?

 

[Michael T]

Employee Training Packets

Hi Fire Girl...

We use a form called an Employee Training Packet. It consists of the cover page which lists the procedure related to the document change (our employees are trained to specific procedures), the document(s) that have been changed, the nature of the change and sign-offs for all employees effected by this change. (The form is attached for your review, let's see if I have more luck than Eileen... )

Attached to this form, is a copy of the original document(s) stamped "Original Document", a copy of the revised document, stamped (whatelse?) "Revised Document" with the changes highlighted.

This training packet goes to the department supervisor responsible for the particular procedure under which the document has been changed. It is his responsibility to ensure that each employee trained to that procedure reads and understands the change to the document(s). This comes back to QA after everyone has signed off and is filed. In approx. 60 days (sometimes more, sometimes less - depending upon the nature of the change) someone from QA will conduct a follow-up "audit" of the Request for Action (RFA) form that generated the controlled document change. This is to ensure that all personnel concerned are aware of the change, that the training has been effective and that the root cause that generated the RFA has been satisfactorily addressed.

Hope this gives you what you need... Let me know if I can provide any other info.

Cheers!

 

[Marc]

Eileen,

I accidentally deleted one of your posts while I was screwing around with it. I'm sorry. More than that, I guess, is the problems your are having with the POST issue. Marc sorry...

If you want to e-mail me off-line through regular with the file(s) you want to attach (note the forum and thread) and I'll post them in the thread for you.

 

[gpainter]

Anytime we have a change all people affected are retrained on the change, generally in training groups of about 15 people or less. We use a CHANGE REQUEST/CHANGE NOTICE form. This goes out to key people, the training manager changes the training matrix to" To Be Trained". Everyone who is affected is retrained within 14 working days of the issue date.

 

[Marc]

Eileen's File #2

Eileen's file number 2

 

[E Wall]

Thank you for posting them Marc.
File #1 is the Document Distribution Form (manual posting list and staff review sign-offs)
File #2 is the Document Notificaiton Form (goes to relavent departments Supervisors and Operators for review sign-offs)