Document control - Missing drawings (prints) - Older company and older workforce

L

leetimothyj

#1
We have a large number of controlled paper engineering drawings that are used in our factory (7,000 +). We implemented a system to identify where drawings are located & a sign-out sheet if an operator needs to temporarily borrow a drawing from one location to use in another, but we routinely encounter problems with missing drawings. Currently after searching for the missing drawing, we replace it, identify the location and note on an alert sheet that a copy is missing, with a monthly audit to review all drawings/locations in the alert file.
On occasion the missing drawing will surface again, but quite often it does not. We are dealing with a older company and older workforce. We are working on the discipline side of the equation with the workforce and budgets do not permit a 'paperless' system at this time. I would appreciate your feedback or ISO registrar tried & proven solutions to similar conditions. Thanks:thanx:
 
Elsmar Forum Sponsor
T

Totumfrog

#2
Depending on the size of your prints, you could laminate them. We had alot of operator control plans and work instructions come up missing. Laminating stopped it immediately. If your prints are too big to laminate, make it standard practice that your operators can make a copy of the print and have a rubber stamp next to the copier with a adjustable date that reads "Released for use this day only, XX/XX/XX". Then after that date, the print is considered reference only. Another thing that we have done when we lose gages is have the random audit inspectors ask the operators daily if they have anything they need to return to QC (i.e. mics, calipers, plug gages). This could work for prints too. I've seen it common practice for people to go out of their way to get what they need to do the job right but may not go out of their way to return it. Good luck.
 
#3
Pdf

Scan them in Adobe, assign the security feature that does not let it print, cut or paste.

Anybody can view them, and they are controlled.

Lock all the hard copies away.:bigwave:
 

Wes Bucey

Quite Involved in Discussions
#4
Work order and order traveler

Wow! 7,000 different prints! I'm having a difficult time encompassing the operation where 7,000 prints are available, the employees can ask for a specific print (not have one routinely attached to a work order), get it, and not be responsible for it (with a simple sign out sheet that is NOT monitored for compliance - i.e. WHO hands over the print without getting a signature?)

It seems to me that talk of "older company" and "older workforce" is just making an excuse for a system that needs to be re-examined in its entirety.
  1. Top management is responsible for seeing that necessary drawings, tools, instruments, etc. are available at the point of use. Why isn't there a routine as part of the control plan to determine WHAT drawings are necessary for a particular job and attach them to the work order as a traveler?
  2. Copies are copies. Losing a copy is not lethal - follow the tip and make copies with "stale date" stamps, after which date, ANYONE may freely destroy the copy without fear or penalty.
  3. Friendly work forces which help each other out seem nice, but such activity as is described means someone messed up on the control plan and chaos is taking over.
  4. Management may not pay attention until someone points out a "cost of confusion" which may be eroding profits or causing the organization to lose business to a lower priced competitor.
 
Last edited:
#5
Welcome to the Cove leetimothyj :bigwave:
Wes Bucey said:
Copies are copies. Losing a copy is not lethal - follow the tip and make copies with "stale date" stamps, after which date, ANYONE may freely destroy the copy without fear or penalty.
I agree.

I must have mentioned before how we handle written procedures: It is ok to print an uncontrolled copy for temporary use. You are then responsible for making certain that you are using the correct issue, and the copy is to be discarded after use. It should be no big surprise then, that we treat drawings in the same way.

/Claes
 
Thread starter Similar threads Forum Replies Date
E Missing Records, Document Control and Canned Document Content Issues Document Control Systems, Procedures, Forms and Templates 1
J Document Control Metrics Document Control Systems, Procedures, Forms and Templates 3
I Document Control Software Document Control Systems, Procedures, Forms and Templates 2
T Controlling Expandable Forms in Paper-Based Document Control System Document Control Systems, Procedures, Forms and Templates 10
shimonv Document Control Procedure Header Content Document Control Systems, Procedures, Forms and Templates 3
L How to add exemption or statement to control of document procedure? ISO 13485:2016 - Medical Device Quality Management Systems 5
I Document Control on Log Files ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 6
Q Tracking Procedure Revisions (Document Control) Document Control Systems, Procedures, Forms and Templates 9
C Document Control Stamps - Does anyone still stamp their documents? Document Control Systems, Procedures, Forms and Templates 24
I Control of Documentation Distribution - Document Control ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 2
T Control of downloaded document copies by employees Document Control Systems, Procedures, Forms and Templates 3
T Document control ISO 13485:2016 ISO 13485:2016 - Medical Device Quality Management Systems 5
O Vendor vs Engineering Document Control ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 1
A ISO9001:2015 Document control and training aids ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 7
GreatNate Document Control info - What is required on a controlled form/document for ISO 9001: 2015? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 5
J Document Control Software Needed ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 4
M Document Control - Revision Number in Document Names Document Control Systems, Procedures, Forms and Templates 4
I First Time Implementing Document Control for ISO-9001 - how far back do you go? Document Control Systems, Procedures, Forms and Templates 15
I Document Control Workflow Document Control Systems, Procedures, Forms and Templates 2
D ISO 9001:2015 8.5.6 and 7.5.3 Document Control Questions Document Control Systems, Procedures, Forms and Templates 51
R Changing Document Control software. Must I transfer EVERYTHING? Document Control Systems, Procedures, Forms and Templates 3
B Referencing to Supplier Outputs within our Document Control System 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 1
Sidney Vianna IAF Mandatory Document #23 - Control of CB Franchisees and Agents Registrars and Notified Bodies 3
C Document Control - old revision vs new revision Document Control Systems, Procedures, Forms and Templates 22
D Software for advancing with Document Control Quality Assurance and Compliance Software Tools and Solutions 4
L IATF 16949 Cl. 7.1 - Lotus Notes for Document Control IATF 16949 - Automotive Quality Systems Standard 0
A Removing purchase order form from document control - should it be done? Document Control Systems, Procedures, Forms and Templates 9
I Video under Document Control SOP ISO 13485:2016 - Medical Device Quality Management Systems 2
S Change Control Form vs. Document Change Notification ISO 13485:2016 - Medical Device Quality Management Systems 3
S Document control for tooling drawings (Document control clause 7.5.3) IATF 16949 - Automotive Quality Systems Standard 5
J Document Control Newbie - Control of Nonconforming / Returns Log AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 8
P Document Control - Do hard copies of documents need to be signed? Document Control Systems, Procedures, Forms and Templates 3
R External Standards List (Document Control) Document Control Systems, Procedures, Forms and Templates 3
M Retiring documents in Document Control Procedures ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 3
R Managing Level 3 Production Documents - Document Control System Help Document Control Systems, Procedures, Forms and Templates 6
M Cross Function Process Map for Document Control Process Maps, Process Mapping and Turtle Diagrams 3
0 How to deal with resistance to GDP Document Control Discipline Document Control Systems, Procedures, Forms and Templates 7
dubrizo Restructuring Document Control Numbering System Document Control Systems, Procedures, Forms and Templates 3
G Migrating to an ISO 13485:2016 Compliant Document Control System ISO 13485:2016 - Medical Device Quality Management Systems 6
E Document Control MS Access Database Document Control Systems, Procedures, Forms and Templates 42
S Looking for Document Control Templates Document Control Systems, Procedures, Forms and Templates 1
S Document Control Guidelines in Engineering Projects - Excel sheets with VBA coding Document Control Systems, Procedures, Forms and Templates 3
E Challenges in document control, revisional control, and change control Document Control Systems, Procedures, Forms and Templates 8
tony s Performance Indicators for Document Control ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 22
M Document Control Management - External documents flowed down from customers Document Control Systems, Procedures, Forms and Templates 2
T Document Control of FMEAs and Control Plans FMEA and Control Plans 5
T Is there a difference between form control and document control ? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 12
x-files Proper Document Control Requests Document Control Systems, Procedures, Forms and Templates 1
D Nonconformance on document control - Unapproved document on production server Document Control Systems, Procedures, Forms and Templates 4
M Where does Document Revision Control Start? Rev 0 or Rev 1 Document Control Systems, Procedures, Forms and Templates 19

Similar threads

Top Bottom