Document Control Procedure - Ideas - Examples Attached

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#31
Re: Document Control Procedure - Examples Attached

hey everyone! there is one thing i do not see in any of these examples and its one of the things giving me fits. do any of your procedures speak to who should create training associated with changes to the procedures and the level of training that is appropriate? we are currently experiencing the "hot potato" effect with who should take responsibility for creating, executing, and recording the training.

we have 3 levels of training - read and understood, electronic presentation (create a ppt and put it in an email), and live presentation (sit face to face with people and train)
i am having a hard time creating a "user friendly" definition of when each type of training would be required.

i may also be guilty of spoon-feeding my users a little...:rolleyes:
It was suggested that this is off topic and that an appropriate thread should be created, so I have copied this post to Who should create training associated with changes to the procedures?. Please respond in that thread.

Thanks!
 
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Frank Oros

#32
Re: i will do it like this

Jim,

That is kinda a carry over from my old days as a QM for Dept of Defense contractors. Semantics was everything with them. If you used anything less, you were not in compliance with their standard. Perhaps that is why you see it so often, especially since the 1994 version of ISO9000 was almost a duplicate of MIL-Q-9858. Many of us are using a revamped version of our old Quality Manuals.

Hope that clears it a bit.

Regards,
CarolX
Having been a Quality Engineer for DoD as well as an ISO/TS auditor, I've had to engage in similar discussions with clients re their wording of procedures. The 'shall' topic emerges time and again, and the reason for using it is that it verbally 'assigns' activity or responsibility for activity within a procedure. The use of common language doesn't always have the same implication, which can lessen the effectiveness of the procedure because persons or agencies affected are not being directed and/or held accountable for the outcome.
 
A

Ann Other

#33
Hi, am new to this site, does anyone have any examples of a Visio format document control procedure. We are at the very beginning of our journey to ISO accreditation but would like to stear clear of text procedures, we are looking to map our processes and procedures in Visio - any help you could give us would be great.:)
 
F

Frank Oros

#34
Not knowing what business you're in or how your employees will access/use your Visio 'documents', my first caution would be to insure that, if you DO take this route, you have mapped the user locations at all levels, and assured yourselves that all employees, regardless of their position, have work-point access and a robust feed-back process available to them. If you are comfortable with this, the next question would be: have you beta-tested your approach with a cross-functional employee group to insure that there are no presumptive information gaps and that the 'documents' aren't over-simplified or are possibly missing information that might be helpful. Controlling your procedures and WI's is one thing; insuring that the method of deployment you're using is providing sufficient information at all levels is an entirely different topic.
Your registrar's auditors can't tell you how to implement/manage your QMS, but they will look for information gaps.
 
N

Natalie Moodley

#35
Hi

i have just revised My Company's Document Control procedure to include Record control. We utilize a manual system and try to keep the system as simple as possible.
Please could someone review my Procedure to see if it includes all the necessary steps and is comprehensible.

much appreciation
 

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F

Frank Oros

#36
Hi

i have just revised My Company's Document Control procedure to include Record control. We utilize a manual system and try to keep the system as simple as possible.
Please could someone review my Procedure to see if it includes all the necessary steps and is comprehensible.

much appreciation
I can't question the procedural content, since I don't know your organization. The physical format of the document is ok, but at first glance, the cataloging system seems a bit confusing. If I were a new employee, trying to locate a procedure using a system that looked as though it were derived from a binary software program (i.e. 0-1, 01-, 01 etc,) I'd probably be asking for help almost immediately. And in the title block, there should be an immediate reference to the primary ISO element that the procedure supports, so the connection is evident to both your associates and your auditor.
I'd put a bit more explanation into explaining control of obsolete documents, defining retention periods and assigning responsibilities for document control activities, (i.e. Process Engineer, Quality Engineer, ISO Administrator, etc.)
Your watermark statement about 'effective for the day of printing' is a little dangerous. If a change takes place while someone is in possession of this printed document, you're immediately in trouble, since the effectiveness is presumed by the user. I would change it to 'Uncontrolled If Printed', and put the responsibility for insuring document accuracy back on the shoulders of the user.
As an ISO CLA, these are things that I would look for if I were auditing your system via this document.
Hope this was helpful.
 

TPMB4

Quite Involved in Discussions
#37
Quick question...

How simple can you make the document control and still hit all the ISO9001:2008 requirements for certification? We're talking about a smallish auto sector company here but increasingly being audited by TS16949 customers.

Guessing issue number, approval and checking signatures, issue record and method to get obsolete version back.
 
I

Isogee

#38
Hi guys,

I am new to this site and I was wondering if you could help me with the following : I am performing a translation from romanian to english of ISO 27001 standards and I would need some help since the terms are very specific and not so easy to adapt.

Could anyone help me with the Control of Documents part and with the HR one?

Many thanks in advance,

Alex
 
E

erumaroon

#39
Hi all,
I'm new in this forum and also in the job I handle now.
right now I'm working as Document Control in a construction project of power plant. this project have some designer for the project but mainly having 1 main designer for main area. each designer have their own numbering system.
my difficulties are the numbering system of the project owner is using german standard (KKS system) while the main designer and owner's engineer using chinese standard. and for the worst of all, the project already run and on the site we don't even have a complete standard for document procedure and work flows.
attached are one of the draft I prepare.
I would be very thankful if anyone could help me.

Regards
 

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Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#40
Hi guys,

I am new to this site and I was wondering if you could help me with the following : I am performing a translation from Romanian to English of ISO 27001 standards and I would need some help since the terms are very specific and not so easy to adapt. <snip>
Any language experts here who can help?
 
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