Definition Form vs. Record - What is the Difference between a Form and a Record

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Sidney Vianna

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Staff member
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#52
Guys, you have taken something very simple and make it so complicated and so convoluted that black has become white and right is now left.
It all got started from your inference that records are "revisable". Then Patricia decided to run with that flag, mistakenly associating obsolete documents (kept for knowledge preservation purposes) as records.

Since you teach this stuff, I hope you don't teach the concept of "revisable" records.
 
C

chayumi

#53
hello.. am cha , new member of this forum.. thanks for the idea, reading from the discussions...
my question is, how to properly put reference codes on forms and record. in my experience, when it is a form it is labelled as; FM-PU-01, this is a sample reference code of Purchase Order form. Then, since it is being considered as a quality record when filled up, on the lower portion of the form, it is identified as QR-PU-01. quite confusing, right?
can anybody suggest a format on how to control or put reference codes on forms or records? Im currently making the QMS documentation of our company and i plan to include in the process manuals, the list of records or list of forms. however, im confused on how to do it properly.
please i need your advise.

thanks,
charlene
 

harry

Super Moderator
#54
hello.. am cha , new member of this forum.. thanks for the idea, reading from the discussions...
my question is, how to properly put reference codes on forms and record. in my experience, when it is a form it is labelled as; FM-PU-01, this is a sample reference code of Purchase Order form. Then, since it is being considered as a quality record when filled up, on the lower portion of the form, it is identified as QR-PU-01. quite confusing, right?
can anybody suggest a format on how to control or put reference codes on forms or records? Im currently making the QMS documentation of our company and i plan to include in the process manuals, the list of records or list of forms. however, im confused on how to do it properly.
please i need your advise.

thanks,
charlene
Welcome to the Cove,

I want to ask you a question. If you use Purchase Order No:1234 now (dated 30th Jun 09) to place an order and receive the goods tomorrow (1 July 09), can you trace the purchase made from the PO Number and date or the receiving of goods - also from the PO number and date of receiving?

If the answer is yes, why do you need all the so-called codes?
 
S

sixsigmais

#55
Re: What is the Difference between a Form and a Record

Form is one kind of record but record not necesary to be a form,it can be a book, softcopy etc
 
R

Rockanna

#58
If someone is using a worksheet to record lab analysis, is this document considered a form? Does it need any type of identification such as date, revision, and form #?
 

michellemmm

Quest For Quality
#59
If someone is using a worksheet to record lab analysis, is this document considered a form? Does it need any type of identification such as date, revision, and form #?
In an ideal world, I would put form number, revision, etc...

I have seen many companies that are ISO / AS certified that do not practice "document control" for forms, checklists, templates. The excuse is; we don't have enough manpower to administer such details.

I hope this helps.

Michelle
 
#60
If someone is using a worksheet to record lab analysis, is this document considered a form? Does it need any type of identification such as date, revision, and form #?
No document really needs any of these - depending on many factors. If the spreadsheet is 'locked' from editing - in other words, if only data can be entered, plus if it's accessible to the folks who need to record the data and, they also know how to file the form, once it's become a record.
 
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