Document Control - Versioning on Footers necessary?

S

Spongey

#1
Please help, I have never worked in doc control before and have had a huge learning curve. We have now implemented Sharepoint as our QMS. I have a question regarding adding version numbers, dates etc on footers of printed documents; is it really necessary? How will a user know that they are using the latest version anyway without double checking it against latest document on Sharepoint? Or a registar of somesort ( a lot of work) i.e three versions could have been created in one day.

Our system is that we download the latest document off Sharepoint modify and then email out to our clients, we only print to sign documents (letters, t&Cs). I have not added any versions therefore to the docs and we have our first audit next week and am starting to worry as this would involve a lot of manual admin beforehand if it is something I need to do...any advice.

I have spoken to our IT guys who inform me they are able to create a web part on Sharepoint so that it automatically creates versions etc but this would have to be phase two of our development.
Thanks
 
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SteelMaiden

Super Moderator
Super Moderator
#2
Re: Document Control urgent Help - Versioning on footers necessary?

For our purely electronic documents, we just go by the electronic version number with our newly implemented sharepoint system. We will continue to put a rev number on our forms (only for things that will get printed out for use) so that you can readily compare what is on the screen with what the hard copy says to make sure they match.
 
D

DrM2u

#3
Re: Document Control urgent Help - Versioning on footers necessary?

(...) We have now implemented Sharepoint as our QMS. (...)
:topic:For clarification purposes: Sharepoint IS NOT a QMS, is a software that helps organizations manage their QMS.
(...)I have a question regarding adding version numbers, dates etc on footers of printed documents; is it really necessary? How will a user know that they are using the latest version anyway without double checking it against latest document on Sharepoint? Or a registar of somesort ( a lot of work) i.e three versions could have been created in one day.(...)
If you have the ability to 'tell' the software how to manage your documentation and revisions, then great! You can establish your document control procedure and have the software follow it. If not, then you'll have to work with the embeded document control method that comes with the software. Usually the generic/general document control software packages available on the market meet the requirements of more than one standard, inculing ISO 9001. The generic approach is that the document within the software database is considered as the master document and everyting else is either under development, for immediate reference or obsolete. That being said, I would not worry too much about the software. I would however look into how the documents are used upon retrieval and why. The users should use only documents from the software and not save their own copies for use. This is where you run the risk of using obsolete documents or having multiple versions floating around.
 
S

Spongey

#4
Re: Document Control urgent Help - Versioning on footers necessary?

Thanks we have added to our policy and procedures that staff must download the latest document of the system and no documents should be saved to their desktops. However, the forms need modifying and produce records which are then saved to a shared drive. Without spot checks I can not really see how else we can prevent staff from saving documents into their own folders on the shared drive. We just have to trust that evreyone follows the process.

I would be keen to hear how others get around this dilema.

In the meantime, will wait and hear what the auditors think of our approach this week.:confused:
 
H

Hanr3

#5
Re: Document Control urgent Help - Versioning on footers necessary?

I realize this is an older post, however I'd like to hear how you did during the audit.
 
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