Employment Application Form - Controlled or Not?

[PaulJSmith]

Our company uses a standard Adams business form for our Employment Application, which we purchase from an office supply store. This form is not listed as a controlled document. Once completed, of course, it is treated as a controlled record. However, the blank form itself is not. One of our new Engineers has suggested that we should scan it to a PDF and list it as a controlled form. I don't necessarily agree with this.

Does anyone here use a COTS application form, and do you considered it a controlled document in its blank state?

 

[dsanabria]

Our company uses a standard Adams business form for our Employment Application, which we purchase from an office supply store. This form is not listed as a controlled document. Once completed, of course, it is treated as a controlled record. However, the blank form itself is not. One of our new Engineers has suggested that we should scan it to a PDF and list it as a controlled form. I don't necessarily agree with this.

Does anyone here use a COTS application form, and do you considered it a controlled document in its blank state?

You are dealing with a software that you have no control over the forms and can not update / change. Other companies make a statement in their control of documents / procedure that this document is controlled by the software and can not be altered without violating warranty details.

 

[somashekar]

Our company uses a standard Adams business form for our Employment Application, which we purchase from an office supply store. This form is not listed as a controlled document. Once completed, of course, it is treated as a controlled record. However, the blank form itself is not. One of our new Engineers has suggested that we should scan it to a PDF and list it as a controlled form. I don't necessarily agree with this.

Does anyone here use a COTS application form, and do you considered it a controlled document in its blank state?

Lets think RISK
Is it working well for you as available ?
Would you want to use the current version of the form when Adams revise it for any reason ?
Think of control of external documents process...
Are you happy with as it is ?
Have, use and be happy...
Are you just OK with it and feel you have to restructure it for your specific requirements.
Adopt, change and Control as your document...
.
..
...
Short answer is "It depends" upon your QMS requirements .....

 

[Jen Kirley]

I suggest this could be considered a document of external origin. As such it does not require the same treatment as your critical internally generated documents and forms, but its distribution is probably kept to within HR.

somashekar's point is well made. Even now it is not too soon to consider risk when deciding what to revision control. I am not among those who think everything needs a revision number... purchased templates can be just tools.