Document replacement - How would you migrate the old to the new?

G

gfreely

#1
I searched thru the site and couldn't find anything directly addressing my question...

I have a document with all of the signed steps accomplished in completing the Product Realisation process. To put it succinctly, it got 'mangled'. I don't want to hand it over to our customer :nope: or their independant surveyor (for review) :read: in that condition, so I had our P&S dept. print a new blank one.

Question: How would you migrate the old to the new? What source do YOU use to know?

I am only asking because, after a thorough review of our QMS, we have NOTHING to cover this scenario! :mad: Part of my job is to implement "consistency", so I will be addressing this quickly, but in the meantime, I have a document to prepare to hand over to the customer...:mg:

Looking for ideas...any takers?
 
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SteelMaiden

Super Moderator
Super Moderator
#2
Re: Document replacement

Was this document like a work instruction? or a form?

If it is a work instruction/procedure type of document, can you not just call it a revision? I'm slightly confused, so maybe some clarification will help me. (remember I'm one of the senior set now, so I get easily confused.:lmao:)
 
G

gfreely

#3
It's a type of "job traveller". The original is bent, ripped, pages have incorrect page numbering from the various revisions...but it has the original signatures and notes from the people who performed the work.

I understand that the "old" one will need to be retained for the very reason that it has the signatures/notes, but I am looking for ideas of how to present the "new" one. I can't forge the signatures, obviously, but one idea was to refer each item on the new traveller to the corresponding signature of the old one....then sign by it so nobody thinks it was a random act of cleanliness....
 
B

B.Read - 2010

#4
Present your new one, but have a photocopy of the old with it if you need to have the signatures. Reference where needed.

Going forward, I recommend scanning all signed docs where you need to retain a signature as a .PDF. If lost, destroyed, whatever, you simply print a new one signatures and all.
 

SteelMaiden

Super Moderator
Super Moderator
#5
could you straighten, tape, and otherwise "fix" the physical defects, and then correct the page numbering (mark through the incorrect, correct and initial, and add an explanation somewhere)?

Travellers can get a lot of wear and tear, depending upon what your operations are. I wouldn't think twice about seeing a document that showed some physical wear. Your bigger issue is why is there "incorrect page numbering from the various revisions"? Was your traveller revised in the middle of a job? Did someone use an old version when he should have used a newer one? Or, are you saying that there were "revisions" (what I would call change orders) to the job during the production cycle and thus various pages were inserted into the original traveller to show the change order status?


I would also scan the documents to a pdf file and save the e-file, not the paper (unless you are regulated to have original.)
 
G

gfreely

#6
I can "neaten it up" a bit, but you are correct, it is evidence of another problem altogether...but that problem points back to my dilemma. If the traveller revision changed, this problem should have been addressed earlier on. Maybe I'll go have a talk with the people whose names I have on the document...:argue:
 

SteelMaiden

Super Moderator
Super Moderator
#7
Looks like a perfect opportunity for a corrective action, and some real root cause analysis. It happens to the best of us.;)
 
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