Document Format vs Content Revision - Form changed from MS Word to MS Excel

J

janderik

#1
Help me settle a debate with a co-worker. We've changed a form from Word to Excel. Content has remained the same.

The form looks close to what we had before but is not identical.

Does this warrant a revision date change?

I say yes. ISO14001 - 4.4.5 Control of documents
d) ensure that changes and the current revision status of documents are identified.

The standard doesn't differentiate between content and format when describing "change".

Thoughts?
 
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M

Migre

#3
Re: Document Format vs Content Revision

Why change it? And is the form used electronically or printed out?
 
J

janderik

#4
Re: Document Format vs Content Revision

Doc owner is the person saying we don't need to change it.

The form is a printed employee record. My concern is from an external auditor viewpoint. If I see formatting differences on a form from one employee to the next but the rev date is the same, wouldn't this throw up a red flag?
 
#5
Re: Document Format vs Content Revision

Doc owner is the person saying we don't need to change it.

The form is a printed employee record. My concern is from an external auditor viewpoint. If I see formatting differences on a form from one employee to the next but the rev date is the same, wouldn't this throw up a red flag?
It's true that it might throw up a flag. However, if there's integrity in the content and the design is, to all intents and purposes - say compare this change to a spelling mistake - would you issue a change notice for something so simple? If the answer is no, why make a bureaucracy out of things?
 
S

samsung

#6
Re: Document Format vs Content Revision

Doc owner is the person saying we don't need to change it.

The form is a printed employee record. My concern is from an external auditor viewpoint. If I see formatting differences on a form from one employee to the next but the rev date is the same, wouldn't this throw up a red flag?
On what grounds an external auditor can raise an issue. As Andy said, you check with your Doc. control procedure, if it says you can't change the format without changing the version id., then you can't otherwise the standard doesn't state anything as regards to document formats.
 
T

tomvehoski

#7
Re: Document Format vs Content Revision

One more vote for "it depends on how strict you wrote your system". That said, you have probably spent more time debating it than running through an official change would take (unless you have an overly bureaucratic change system).

Personally I would probably rev it since it may affect a document list link (doc to xls link) and it would be good to make sure you get the old file out of circulation. More of housekeeping exercise than any worry about an external auditor.
 
R

ralphsulser

#8
I vote no rev. This type of stuff has been taken too far to anticipate some outside auditor ability to understand YOUR system. Way too much time now days spent on minusa trivialities like this. I just had a meeting this morning where one of our internal auditors wanted to write up an official Corrective Action Report for something that may be a potential problem. We can't be expected to carry these things to the inth degree of whatifs.
 
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