Definition Document Types - Creating definitions for all the different document types

[DocConPolice]

I am working on creating definitions for all of the different types of documents that we create and maintain. All of these documents deal with our company secrets and data that we have obtained from testing. Our company has a definition already create for "Work Instructions" and "Procedures." Wouldn't you think that those two are the same? Does anyone have any idea of something that might be published as being the gospel definition of document types. Just so we can be in sync with the rest of the world.

 

[CarolX]

Why be in sync with the rest of the world, what fun would that be???? LOL!!



I don’t know if this will help you, but this is how my system is set-up:


Policy Manual, aka Quality Manual

Procedures – general instructions on “how to perform a task”

Work instructions – detailed instructions particular to a specific part. In this case, we use a job router to provide details to shop personnel. This would include specific tooling, settings and detailed inspection requirements.

 

[Valeri]

I agree with the in sync - God help us if we were all the same. For further confusion, here is what we use

Quality Manual - defines policies, philosophy and principals of the QMS

Procedures - defines responsibilities and activities necessary to meet organizational objectives

Instructions - specifies how particular tasks are completed

Records & data - indicators of compliance to policies, procedures and instructions (implemented as planned)

 

[DocConPolice]

One the same page

Okay, sounds like we are all on the same page. Our definition of a procedure is "Written process of what, whom, where and when to perform a business function. Work Instructions are, "A written process of how to perform a task." I have quite a few more documents to define than just those. Because we have people creating technical reports that are actually used as test procedures and other people have created design standards that actually are test procedures too. So I need to define all of the different documents that we create and maintain and once they are defined I need to create work instructions for all of them.

Thank you very much for your help and I hope there are more people that might be able to reply to this thread so I can get more of a better picture of what other companies are doing.

 

[bobsedon]

Our definitions are very much like your's.

Procedure describes who does what when and where.
Work instructions describe how a task is completed.

We also have a bunch of other documents that people have given different names. We classified each of these documents as either procedures or work instructions. Then we listed the document name with the corresponding definition. For example, under our definition for work instruciton we listed routings, PM work order, maintenance job report, . . . All of these are types of work instructions. This way we did not have to write a separate definition for each document.

Hope this idea helps.

 

[Caster]

Keep it simple

...... So I need to define all of the different documents that we create and maintain and once they are defined I need to create work instructions for all of them....

Beware of this idea. Years ago the insultants were preaching this as gospel...write a WI so detailed that a person off the street could do the job.

It led to 20 page documents on how to send a FAX.

Now we are paying the very same insultants to tell us we did it wrong, and we need to reduce our documetation. Silly old us!

There is no need to write a WI to explain how to fill out a form. A few sentences and/or examples could be added to the form, and it's good to go.

A procedure then could call the form directly...one whole level of documentation gone...less to maintain.

For me the distinction between a Procedure and WI is non value added.

Don't forget about flow charts....marked up photos...anything but 20 pages of 8 point type with paragraphs numbered 7.3.4.1 a).....

No one reads today, it's the MTV generation, try to keep everything under 1 page with lots of white.

Our current proceudres do not even contain complete sentences...they are in point form

It takes 10 times longer to write a brief document than a wordy one...but it's 100 times more likely to get used.

 

[Mike S.]

One way to do it is to create a document classification of "work instructions and other level 3 documents" where you can put your data, company secrets, routers, flowcharts, etc. Call it what you want, and just explain what is in that classification or group of documents. This makes it "your" system and everyone knows where to look for what.