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

Marc

Fully vaccinated are you?
Leader
#61
Transition of a form to a record

<snip> Once the form is filled out, it becomes a record. <snip>
I know this is an old thread that bubbled up, but I thought I'd add this anyway

Key point, Jennifer. Thanks!

There is a "transition". Technically even with data on what 'was' a form someone may refer to it as a form, but with the data on the form it is technically a Record. I think this is where a lot of people become confused. Yes, it is a form but with data it is a *completed* form (i.e. a record).
 
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Marc

Fully vaccinated are you?
Leader
#62
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 #?
Typically it would be a controlled document (the form). Typically a form has a place to put a date when data is entered for traceability purposes. Some forms have multiple places for a date such as in sequential operations travelers, etc.

As a controlled document (the form) it would have a revision number/letter, typically a revision date is on the form, and it would have a number or some other way of identifying it in your document control system.

The rest depends upon your system and requirements of your product and industry. Some industries are so controlled that even phone message pads have form numbers and are filed as records. Others, not so much. If I was doing laboratory analysis I would think you would want to control analysis form(s) in your document control system and I would think you would control them as records after they are completed.

Maybe this will help: Simple Document and Records Control Matrix - Small Company.pdf
 

John Broomfield

Leader
Super Moderator
#63
I am new member in the cove. I want to know the difference between a FORM and a RECORD.
Sabbara,

A blank form is a data gathering device. It is controlled per clause 4.2.3.

The data in the form are the record. This collection of data is controlled per clause 4.2.4.

Some forms are part of hybrid system documents. A checklist for example would be a cross between an instruction and a form. A drawing usually has a form as part of it.

Regarding the fields in the blank form. Incomplete fields may be a nonconformity if incomplete data result in invalid information. Or blank fields may be a result of poor form design (akin to a 4.1c nonconformity).

John
 
#65
Hi everyone, I hope that there is stil activity in this thread and after reading the answers, I am now mixing a form and a template up, I wonder what the difference between those two are now?
 

Bev D

Heretical Statistician
Leader
Super Moderator
#67
This is an old thread…I assume you are looking for the definition of a template? The definition of a form is well covered in the previous posts in this thread.

A template is an “outline” for a document. There are PowerPoint templates, article templates etc. They will have ‘placeholders’ that show the order of information (title page, table of contents…) and usually include approved fonts and may include color palettes, picture annotation information etc. The template is for a free form set of text whereas a form requires specific answers that are typically very short…most work instructions and standard operating procedures are written using templates. A completed form becomes a record; a ‘completed‘ template becomes a document that is read many times.

But as Randy says you can name them what you want and use them as you want as long as you clearly define their use…
 
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