How should I Keep my various types of records ..

Q

QAMTY

#1
Hi all

How should I Keep my records

For example a NCR, CAR is composed
of a form sent by the someone, in such form
should exist a signature, in the same way
the responsible writes down the solution add the signature
and so on..
My idea is the form to be sent by email, and when
not available, the people should scan the form and send it by fax.

So my system is a mix manual and electronic, The question is

How the responsible should keep the records?

-In case of emails (Print them out) and have a printout as record
or can I keep them in Outlook?

- In case of drawings and calculations, can I keep them for the purpose
of records a physical copy with me, because the original ones
are kept in the Engineering area?

- In case of agreements made by phone, how this is put in
records?

How do you handle this?

Thanks for your time
in giving me feedback

I really appreciate too much your help.
 
Last edited by a moderator:
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somashekar

Staff member
Admin
#2
As long as the records are identified, stored in a way they remain protected, and are readily retrievable, when required, you are fine.

It can be a happy mix of manual and electronics.

Outlook .. ? is it identified and stored in a way it remains protected ? For a week, month, year, 3 years or more as you determine ? Can the owner of the record readly retrive it when necessary ? If YES for all of them its OK. (Tomorrow, if the system crashes, do you have a method to go and fetch the backup and make records available again)

Can the drawings and calculations be where you have said, and can you say this in the procedure for records control ? The originals are the record. A copy is a waste of time ...

If agreements are your determined records, then make them valid with due signatures and date and store them in any form, paper or soft, again taking care that they are identified, stored in a way they remain protected, and are readily retrievable, when required.
 
Last edited:
S

samsung

#3
- In case of agreements made by phone, how this is put in records?
If agreements are done on telephone, it's probably your organization doesn't require them to be recorded else why would they be done this way. However, if you still need to record the 'agreement', you can just write down the things on a piece of paper (or a from) and record them.
 
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