Feedback on Document Control Procedure

P

Pogi_

#21
I am having some issues with the control of external documents. Now, this probably sounds stupid but why do I need to specifically control any external documents if I have made it clear that they are not part of the organizations QMS?

E.g. if the document is not written in our letterhead, then every employee will identify it as not belonging to our QMS. I am probably missing something crucial here...
- You may want to consider that identified external reference that you qoute in any of your process procedures have to be always current. You dont necessary control the "external documents" but the copies that you keep in order to make sure you do not get derailed from the rest of the standards.

"Control" i believe in this case means ensuring that the item from an external reference (customer specs, ISO standard, industry standard, commercial standard, government regulatory guidelines) is always current.

For the attachment, boy you need a lot of work on this. I hope you had your fill from the day you posted this up this this reply.

1. Format, do not confuse function responsibilities with procedure / methodology. you mixed it a lot in your item 1.2. I would break this down to 2 parts. One being what each of the role / function responsibility is or resposibilities are, two being the flow of work from start to end. This then gives your auditor a good view of how your process work at the same time avoinding loop confusion due to too much words / information (i didn't say anything about the content yet).
2. I will use flow charts (functional swimlane, EPC..etc. etc) to reduce the amount of statements in the procedure - sometimes, picture speaks a million times better than words. Consider puting who entire document control process in a one pager flow diagram.. That will considerably reduce the amount of items that can mislead you auditor - result -> tons of more questions.
3. I did not see any taxonomy rule in your procedure
4. How about Retention and Archive?

I can continue listing more but to cut to the chase, let me recommend starting by consulting a copy of ISO15489. I hope this can help...good luck... my coffee break is up. :)
 
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