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Document Revisions - How do I track the Form Revision History/Approvals?

G

glider_wings

#1
Good day,

I have been assigned by my small company to start implementing our QMS, most specifically Document Control.

I'm slowly starting get a handle of things, but I have a very simple question.

For procedures etc, I have no problem with having the approvals, revision history, etc on the document. However, for forms (we have tons of forms for incidents, safety reporting, etc) how do I track the form revision history/approvals? Most of our forms would go from 1 page to 2-3 pages. Is that the way it's done? How do we print them? Do you always just select the last page (the actual form?). Or can I somehow split the form from the approvals/etc?

Any help appreciated!
RY
 
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Marc

Fully vaccinated are you?
Staff member
Admin
#3
<snip> Most of our forms would go from 1 page to 2-3 pages. Is that the way it's done? How do we print them? Do you always just select the last page (the actual form?). Or can I somehow split the form from the approvals/etc? <snip>
Since it sounds like they are electronic originals, just print out the part which is the actual form. Typically I see forms as completely separate documents so what to print isn't an issue.
 

Colin

Quite Involved in Discussions
#4
I agree with Harry and Marc - keep it simple. I usually a number and keep a register of the forms used (on a spreadsheet if you like) and keep only latest version as the master copy from which people can print. That way they can only print the latest version. If you prepare the master list electronically you can of course hyperlink to the form itself which makes it even easier.

I also keep a superseded folder and drop old copies in there just for reference.
 
K

ktmt520

#5
I have a similar problem as OP's, and thank you for the help so far!

I'm currently revising SOPs for a small company and not quite sure if our system has adequate control for forms.

As of right now, the forms are listed on the SOPs themselves but they are separate from the SOP files, mainly for ease of printing. We link them by putting them in the same unique folder as the SOP they're associated with. Is this system good enough to show that revision and approval of the parent SOP also extends to the forms within that unique folder?

I've only started two weeks ago and I've always thought separate forms that are not written into the SOP files should have its own approval process. I would love to keep the current system, but I suppose I could separate the forms completely and have Document Change Form for each of them in their own folder, and also have a Master List for forms separate from the SOPs' Master List. I've already drafted revisions for a few forms and I'm stuck on the approval process for them.

I'm so new and confused! Thank you for any help anyone could offer. I love reading through the forum threads, but still so confused.

- KT
 
M

mitch_chel

#6
Good day!

I am a DCC in a construction firm.

1. When I create a procedure, I fill-up the Document Control Notice then route it for review and approval. I only fill-up Document Control Notice whenever I create or revise a procedure, but I don't fill-up DCN whenever I create or revise a form because forms are attachments to my procedure. My procedure has several forms attached to it, I called it attachments. All my procedure has identification number (Doc. No. DCC-001) and all my forms has identification number (Doc. No. DCC-QF-001) also. Now, I want to revise a form, how do I do it? What form do I need to fill-up to revise a certain form?

2. Is it okay to create a form called Master List of Documents and Forms? That is my master list for all my Procedure (Internal Documents), all my Forms and all External Documents. All in one form. Then I'm going to put a column for Doc. Ref. No., Document Title, Revision No., Effectivity Date as well as retention time (active and inactive records) and its disposal method of the records. And also, can I include the distribution and retrieval in this form?

3. What form do I use to list all the Inactive/Archival records in DCC Archive Room? I have Retention Label Sheet to put in a box but how to determine if a certain records is due for disposal?

4. How to I retrieve a certain form in a department in case there is revision of that form? What form do I use?

5. Do i need Master List of Obsolete Documents/ Forms?

6. How to use Records Retention Matrix and when to use it?

Many thanks.
 
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