Document Control Stamps - Does anyone still stamp their documents?

CindyG

Involved In Discussions
#11
The best way to handle this (IMO, of course) is to differentiate between pre-production drawings and drawings that have been released for production. One way to do this is to use numeric revision levels for one and alphabetic for the other. For example, the first pre-production drawing might be revision 0 (zero), while the initial released-to-production drawing might be "A." This should hold true even if the final pre-production drawing is identical to the released version. No need for the troublesome "reference only" designation so long as it's understood that pre-production drawings might differ from the released version.
Thank you, Thank you!
 
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indubioush

Quite Involved in Discussions
#12
These documents that were calling "Controlled Copy", I'm assuming this would mean they are a copy of the current master on file?
Yes, they are a copy of the most current version/revision (e.g., Revision B). If the document were to revise to Revision C, Document Control would, upon the release of Revision C, replace the controlled copy of Revision B with the controlled copy of Revision C. Hope that makes sense. In addition, you would have to have a system in which the Document Control person tracks the location of controlled copies.
 

CindyG

Involved In Discussions
#13
If the user is responsible for using only the current verision, what purpose does "reference only" serve? As I said, all documents are for reference.


The original issue is not a revision, as it has not been revised. In order for a revision to exist, there must be an original antecedent.
If the user is responsible for using only the current verision, what purpose does "reference only" serve? As I said, all documents are for reference.


The original issue is not a revision, as it has not been revised. In order for a revision to exist, there must be an original antecedent.
Correct. Remember that you have to keep track of locations of controlled versions so that they can be retrieved expeditiously when changes occur.
If we sent the (external) machine shop the dwg. rev. mstr. controlled "A", I would then stamp it "controlled." And when an external customer sends a dwg. w/specs. to be used in our build, what stamp do I use in this case?
 

indubioush

Quite Involved in Discussions
#14
If we sent the (external) machine shop the dwg. rev. mstr. controlled "A", I would then stamp it "controlled."
No. This is not a controlled copy because you would not be able to retrieve it. You will not be able to control how the external machine shop uses it. Therefore, not a controlled copy. Controlled copies are only in the facility in which you are able to distribute and retrieve them.
 

Jim Wynne

Staff member
Admin
#15
No. This is not a controlled copy because you would not be able to retrieve it. You will not be able to control how the external machine shop uses it. Therefore, not a controlled copy. Controlled copies are only in the facility in which you are able to distribute and retrieve them.
You have to be able to recall/replace drawings when they're superseded no matter where they are. I don't know that stamping them facilitates this or not, but they are controlled.
 

CindyG

Involved In Discussions
#16
Correct. Remember that you have to keep track of locations of controlled versions so that they can be retrieved expeditiously when changes occur.
Correct. Remember that you have to keep track of locations of controlled versions so that they can be retrieved expeditiously when changes occur.
Yes, I am trying t
You have to be able to recall/replace drawings when they're superseded no matter where they are. I don't know that stamping them facilitates this or not, but they are controlled.
Thanks for pointing this out! Therefore, since I will not be able to retrieve the "controlled" dwg copy from the external machine shop, I will not stamp it "controlled" as you said but then, what will I stamp it?
 

indubioush

Quite Involved in Discussions
#17
If you are providing a paper copy of a drawing to an external person or organization, you can't really control what happens to that paper. Usually, you provide the copy because you are ordering that item. Supplier and purchasing controls fit in here, including receiving inspection. Often, the paper copy is associated with a purchase order, which becomes a record. It is up to you if and how you want to stamp the copy.

When you receive a drawing from a customer, you should have a process for protecting that customer property. You can stamp the documents as you see fit. However, the stamping process needs to fit in with a larger set of controls.

For every stamp that you use, you need to define what that stamp means. Employees then train to the document that explains what the stamps mean. Since you won't be training external entities to your documents, using stamps on documents sent to your suppliers may not be useful.

I agree with Jim regarding the revisions numbers and letters. In my experience, when a drawing is in the R&D phase, the revisions are numeric, and the approval consists of one engineering signature. When the drawing is transferred to production, it revises to an alpha level revision. This conversion to alpha takes place even if the dimensions and tolerances are the same. The alpha revision indicates that the drawing is ready for production and has had a cross-functional approval. (Something that did not occur during the R&D phase.)
 

Candi1024

Quite Involved in Discussions
#18
Why must it have a stamp?

How about if you add in the footer or somewhere "Printed versions are uncontrolled unless stamped "Controlled" - This printed document may not be the latest revision.
 

indubioush

Quite Involved in Discussions
#19
How about if you add in the footer or somewhere "Printed versions are uncontrolled unless stamped "Controlled" - This printed document may not be the latest revision.
Yes, this works as well. For many organization, a statement of confidentiality may also be present.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#20
Does anyone still stamp their documents with, Uncontrolled, Controlled, Obsolete, Reference, etc. anymore?
Stamping documents is as archaic as it gets. We live in a digital world now. There are million different ways to ensure that the APPLICABLE version of a document is available for use.
 
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