Does a backdate form format can be changed if wrong revision is used?

[Lajimolala]

Hello everyone..i'm a new user of this forum., please advise if this is the wrong thread to discuss about this topic.
I would like to get advise on the following topic on how to react to this non-conformity raised during internal audit :-

During the audit, it was detected that a wrong Version template of Safety Risk Assessment (SRA) records is being used for a project that has already closed.
-->The Engineer is using SRA form Version C instead of Version D (Project Date : 10 April 2020).
Audit Date : 16 Sept 2020 (when this NC is being detected)
Ver. C released Date : 10 May 2017
Ver. D released Date : 12 Feb 2019
Ver. E released Date : 24 June 2020

Question :
For the Correction of this NC, does the Engineer is allowed to change the version template of the SRA form to correct version (from Ver C to Ver D). I'm not sure if this is allowed as the SRA form now is already considered as a RECORD.
If this is not allowed, please advise the best way to react to this non-conformity in terms of Correction, CA & PA.

Thanks

 

[John Broomfield]

Why was an obsolete form available for use?

Are there more obsolete docs available for use?

Did the obsolete form collect the data required or does the later version demand additional vital data?

 

[Lajimolala]

1. There is no obsolete form available for use. Only the latest Ver E is available in the system. However, as a Doc Con, i'm able to trace back all the released date of previous version. That's the point i know the Engineer is using the obsolete form during the Project date :10 April 20
2. This only happened to the SRA in this particular project
3. Only for collect the data required.

Appreciate your feedback.

 

[Lajimolala]

Sorry. For no.1, i might misunderstand your question.
The Engineer is using the obsolete form because he just copy-paste the SRA form from previous Reference project into the New Project because all the safety risk is similar. He just change the project date in that form without checking if there is any new form version is available in the system during that time.

 

[John Broomfield]

Controlling forms with a revision status AND a date is potentially very confusing.

You do not need the date of approval/issue on the form (or any other controlled doc). It may, however, usefully be recorded elsewhere.

You can disable editing and copying of a fillable .pdf form in Adobe:
Click the "Tools" pane then the "Protection" panel in Adobe Acrobat. Choose "Encrypt," then click the option to "Encrypt With Password." From the Permissions pane, you can check boxes that will disable copying, editing and printing.

From what you say it seems like a minor nonconformity that has usefully highlighted a weakness in your doc control.

 

[Jim Wynne]

Sorry. For no.1, i might misunderstand your question.
The Engineer is using the obsolete form because he just copy-paste the SRA form from previous Reference project into the New Project because all the safety risk is similar. He just change the project date in that form without checking if there is any new form version is available in the system during that time.

The risk is similar, or exactly the same? If there were no significant changes in the form, why was it revised?

 

[Lajimolala]

The risk is same due to its for the same product only to different customer (in terms of safety risk). The form is revised from Ver C to Ver D is to add in a new column for "PIC name" (if the risk requires actions due to severity level)

 

[Jim Wynne]

The risk is same due to its for the same product only to different customer (in terms of safety risk). The form is revised from Ver C to Ver D is to add in a new column for "PIC name" (if the risk requires actions due to severity level)

Seems like a no harm/no foul situation to me, but your correction should include creating a record of review and approval of the misused form. You also have to deal with the person who did the copying, and invoking controls to prevent copying such as @John Broomfield suggested will help--but not necessarily prevent--similar things from happening in the future.

 

[Lajimolala]

Thanks very much Jim and John for your inputs. I will use these approach to deal with the NC