Document Control of Pocket / Reference Guides?

D

davidkulwicki

#1
Hello,

Had a recent question that began as one of those, well if we control this, why don't we control that?

The question arose to deflect away from another issue but got me thinking. I did a quick search and can’t find this as a topic so everyone’s indolence is appreciated.

We have some pocket guides around. In this case they are for ASME Y14.5 (GD&T) and have some information from that standard. We recently had training and I brought these in as a supplement for the floor people to reference. Answers to unasked questions, yes we have the standard and it’s been issued in our system.

Here finally the question. Should these guides be controlled in my system? If so how? If not, what would be the reason not to?

Do I simply treat this as book, abet a small one and leave it at that?

Thanks
 
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Jim Wynne

Staff member
Admin
#2
Re: Document Control of Pocket / Reference Guides??

The question arose to deflect away from another issue but got me thinking. I did a quick search and can’t find this as a topic so everyone’s indolence is appreciated.
I don't think that word means what you think it means. :tg:

We have some pocket guides around. In this case they are for ASME Y14.5 (GD&T) and have some information from that standard. We recently had training and I brought these in as a supplement for the floor people to reference. Answers to unasked questions, yes we have the standard and it’s been issued in our system.

Here finally the question. Should these guides be controlled in my system? If so how? If not, what would be the reason not to?

Do I simply treat this as book, abet a small one and leave it at that?
When trying to determine whether or not a document should be controlled, you have to consider what could happen if it weren't. In this case, a measure of control might be an helpful insofar as having records of who received the handbook, and you might also want to retrieve copies if changes to the underlying standard result in a need to change the handbooks. Nonetheless, a case could be made for not controlling them, so you just need to be able to provide your rationale if lack of control is questioned.
 
G

Geoff Withnell

#3
Re: Document Control of Pocket / Reference Guides??

Presumably, you have the standard under control as an external document. Think of all the good reasons for doing that. Now realize that the standard is not being used most of the time, but the pocket guides will be the documents most often used, because they are so much more convenient. So don't the same reasons apply to the pocket guides?

Geoff Withnell
 
D

davidkulwicki

#4
Re: Document Control of Pocket / Reference Guides??

Hi Geoff,

I appreciate your comments.

My original email indeed states the standard is under control meaning it has been received in and issued under the document control procedure.

Upon further examination, these guides are small books; they have a publishing date and edition number.

I can't speak for you but most of us have reference books we use in the course of our work (The Juran Book comes to mind as one).

To carry this thinking process forward, do I control the books in my library because I may use them on occasion in the course of my duties?

Sounds messy, anyone else have any thoughts?

Thanks.
 
#5
Re: Document Control of Pocket / Reference Guides??

Okay, let’s look at this. What does it mean to control documents? Well 4.2.3 a-g tells us that. So follow the standard:
a) Who approves the document (pocket guide)? Who chose it? Who made sure it was adequate?
b) Who makes sure it stays valid (re-approval)?
c) What about when a new version is available? Who checks out the changes and explains the changes to the folks that have the guides? How can someone tell the difference between the new guide and the old guide?
d) How do you make sure that the pocket guides are available where and when needed?
e) Who makes sure the guides are readable? How are the pocket guides identified?

Now, I’m confident that the pocket guides are not internally generated, so they would be treated as documents of external origin. However, you can see how easily ANY document can fit into the requirements.

And pass the documents past the requirements of 4.2.1 to see if they even need control. I might guess that 4.2.1 d) would be the applicable section, but does it? If folks can do their job without the pocket guide, and still maintain quality, then the guides might not need controlling.
 
J

James Gutherson

#6
Re: Document Control of Pocket / Reference Guides??

If the content of the reference guides affects the prodcution of your product (I suspect they do) then they need to be contolled.

They don't really compare to a book like Juran's. You would have to be using the book as an instruction for the approved way to do your job for it to need the same level of control.
 

Helmut Jilling

Auditor / Consultant
#7
Re: Document Control of Pocket / Reference Guides??

Hi Geoff,

I appreciate your comments.

My original email indeed states the standard is under control meaning it has been received in and issued under the document control procedure.

Upon further examination, these guides are small books; they have a publishing date and edition number.

I can't speak for you but most of us have reference books we use in the course of our work (The Juran Book comes to mind as one).

To carry this thinking process forward, do I control the books in my library because I may use them on occasion in the course of my duties?

Sounds messy, anyone else have any thoughts?

Thanks.

If I can summarize a few of the recent comments:

1. They are being used as quasi-standards? That takes them a step above the Juran books.

2. They are just an interesting guide to simplify the standard (like the QMC pocket guides), then maybe they don't have to be controlled.

3. The simplest answer - they have a rev date. They are external docs. Put them on your external list of docs, show the rev date, and bam! You're done. Doc control does not have to be difficult.
 
D

davidkulwicki

#8
Thanks to you and James G.

They are the clearest replies ( easiest understood by me :)) and direction.

Thanks to the rest as well for your input.

Cheers!
 
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