Documents sent to Suppliers - Document Revision Level Identification question

C

christyK

#1
We are an engineering company and our documents are primarily electronic. I cam across an issue where we sent a supplier a design package (specification) and did not have a revision on it. The project owner added a revision to the Package itself, but it does not appear on the footer. The document is sent to the customer electronically. I believe this is acceptable, but am wondering what everyone else's thoughts are? I do not think it is a best practice but really don't believe it is a nonconformance. I asked about the possibility of the supplier mixing them up, especially if printing them, and they said that is on the supplier.
 
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pldey42

#2
Re: Document Identification question

This misses the point of document control, which is to avoid waste caused by versioning errors. You could get into a discussion about who is responsible should your supplier get their copies of your documents mixed up but it's expensive and wasteful for both parties.

If they use the wrong version of your doc, you will likely suffer delays. They will suffer costs, their prices to you will go up if errors continue. And all for the cost of a footer, which is free.

What if they call you with two versions and ask which one is correct? What if there is a legal dispute because they use the wrong version?

If they're responsible they'll add a version number. That's error prone, they could accidentally change the spec details as well. And then what?

You also risk an NC from a vigilant auditor. While the document is in your control as you send it, it's not in control - you could make mistakes yourself.

You're also making trouble for yourself. What if there are problems in future with version 3 of the product - how will you retrieve version 3 specs from the archive if they're not versioned?

Please, put the version number on it and save everyone the bother. Besides, not versioning is plain unfriendly.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#3
The document is sent to the customer supplier electronically.
I am sure you meant supplier.

Welcome to The Cove.

From a risk management perspective and good business practice, it would behoove your organization to clearly identify the documents transmitted to the suppliers with some form of revision status, UNLESS (and unlikely) such document NEVER gets revised.

The situation you just described is a notorious source of friction between customers and suppliers. Both you and your supplier should be able to clearly identify the version of a specification. When I was an active QMS lead auditor, I always extended my audit of command media document control practices to documents transmitted to suppliers, and invariably, I would find processes where it was unclear whom was responsible for providing the supplier with the proper version of the documents. As Patrick said, save yourself a lot of grief and establish a process for this.
 
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