Does Record Control apply to the company business processes as well?

[Dubai_capi]

hi,

i would like to enquire about the implementation of record control does it apply to the business processes as well or only the mandatory iso records.. and do u have a form to help me implement it..thanks

 

[AndyN]

hi,

i would like to enquire about the implementation of record control does it apply to the business processes as well or only the mandatory iso records.. and do u have a form to help me implement it..thanks

Difficult to say without knowing what you consider "business processes" compared to ISO. Aren't they the same? ISO SHOULD BE about your business processes - not something 'tacked on" to the business. But there may be some records and parts of process that aren't truly part of quality, it's true. Please let us know which process(es) you believe aren't required by ISO.

 

[John Broomfield]

hi,

i would like to enquire about the implementation of record control does it apply to the business processes as well or only the mandatory iso records.. and do u have a form to help me implement it..thanks

Dubai_capi,

Please name a business process that has nothing to do with quality and we'll probably see that it does.

Or, instead of us doing that, provide your organization with an effective filing and archiving process (based on what already works) that can be used by everyone working to fulfill the mission of the business.

John

 

[Dubai_capi]

hi,

would u pls give me an example of a filing and archiving process that can be applied to the whole organisation

 

[Jen Kirley]

hi,

would u pls give me an example of a filing and archiving process that can be applied to the whole organisation

There are records that ISO does not specifically require - finance, for example - that you may want to preserve. It is completely your organization's decision of what to call them, how you store them and for how long. It is all about trying to reduce risk of loss. Just ensure everyone who has need and authorization can access their records.

When deciding how to protect records from loss, examples of risk include:

1) Paper records: physical loss from fire/water damage
2) Physical loss from unauthorized removal (both paper and e-media)
3) Unauthorized access for viewing (financial records, for example, both paper and e-media)
3) E-records: loss by deleting or computer memory failure
4) Loss by host (so-called "cloud computing")

A search for "records matrix" in the Post Attachments LIst - see the green button in the header - produced three examples. A search using key word "records" returned a much longer list of examples for you to review.

I hope this helps!

 

[John Broomfield]

hi,

would u pls give me an example of a filing and archiving process that can be applied to the whole organisation

dubai_capi,

All of my examples belong to my clients.

For their documented filing and archiving procedure they populate a spreadship usually with the following approximate column headings for their electronic and hardcopy records:

Type of record
How identified
Who keeps it
Where filed
For how long
Who archives
How identified
Where archived
For how long
How disposed of

Some clients also refer to the procedure that initiated the record. This can be useful because it identifies the relevant process owners to help keep the filing and archiving procedure up to date.

BTW,, nongovernmetal clients see records of accounts receivable and accounts payable most useful for managing cash for the survival of the business (cash flow mainly but taxes as well) and for conformity to clause 6.1.

Once users have confidence in their shared filing and archiving process they tend to stop keeping duplicate records "so they know where to find them".

I would think that you already have something like this but I see any barrier between quality and the rest of the business as largely artificial and possibly detrimental to quality.

John

 

[AndyN]

You could add, a key part of records control which is often overlooked by even the most sagely - who authorizes disposition! Too many top people have found that some key record was disposed of without anyone higher up authorizing...