How to Control Forms used across Multiple Sites

QualityMoo

Starting to get Involved
#1
We are a manufacturer of machinery with a service team. Our company has multiple sites, which includes service engineering personnel operating from remote locations around the globe. One document the service personnel use is a form under document control located on our intranet. When the form/document is revised a notice is sent out that instructs the user to utilize the current revision. Most personnel operating outside of our headquarters do not always have easy access to our intranet. My fear is that a copy is placed on their laptop local drive, along with previous revisions and the wrong one is used. How do you ensure personnel pull and use the current revision?

Has anyone else encountered this, and if so, any recommendations?

Thank you
 
Elsmar Forum Sponsor

Wes Bucey

Quite Involved in Discussions
#2
We are a manufacturer of machinery with a service team. Our company has multiple sites, which includes service engineering personnel operating from remote locations around the globe. One document the service personnel use is a form under document control located on our intranet. When the form/document is revised a notice is sent out that instructs the user to utilize the current revision. Most personnel operating outside of our headquarters do not always have easy access to our intranet. My fear is that a copy is placed on their laptop local drive, along with previous revisions and the wrong one is used. How do you ensure personnel pull and use the current revision?

Has anyone else encountered this, and if so, any recommendations?

Thank you
It's a difficult situation, but there are some workarounds. A lot depends on how frequently the remote users can have access to the internet (versus your intranet.) What means of communication do you use for such workers for you to contact them or for them to contact HQ? A lot also depends on how frequently you revise such documents.

If they normally access the internet via desk computer, laptop, or mobile device and you have communication with them via internet or phone, you can park the most recent version of such a document in the cloud, password protected, and alert these remote users via the regular communication that such new version is posted and they should replace old versions on their machines with the new version immediately. It is really difficult to expect them to download from the cloud for each time they complete such a form, and with reasonable care and notice, most folks savvy enough to use a computer can be expected to comply with periodic updating of documents along with any other programs or software.

If these remote users are REALLY remote - no communication for weeks at a time, then you have a completely different problem, not just the possibility of using a slightly out-of-date form (the data in the form is probably usable, even if the form, itself, is old, right?)
 

Miner

Forum Moderator
Staff member
Admin
#3
... alert these remote users via the regular communication that such new version is posted and they should replace old versions on their machines with the new version immediately.
This is the system we are using. Every time a procedure or form is updated, an email is pushed out to subscribers alerting them to a change. No, it is not a guarantee, but to date we have not had any audit findings.
 
S

sitapaty

#4
This is the system we are using. Every time a procedure or form is updated, an email is pushed out to subscribers alerting them to a change. No, it is not a guarantee, but to date we have not had any audit findings.
It is not a qustion of audit finding,It is a question of being foolproof in document control.It is advisable to introduce a 'document change alert system' in the company communication netwok.That should solve the problem to some extent.
-Sitapaty
 

somashekar

Staff member
Super Moderator
#5
If these remote users are REALLY remote - no communication for weeks at a time, then you have a completely different problem, not just the possibility of using a slightly out-of-date form (the data in the form is probably usable, even if the form, itself, is old, right?)
This is a great input. very practical in situations explained. A new version of a form would not be entirely different from the one in use. While the earliest opportunity can be had to transfer the form to such remote users, use of an older version form in a few cases would not kill a system... right ?
 

Wes Bucey

Quite Involved in Discussions
#6
It is not a qustion of audit finding,It is a question of being foolproof in document control.It is advisable to introduce a 'document change alert system' in the company communication netwok.That should solve the problem to some extent.
-Sitapaty
the possibility of using a slightly out-of-date form (the data in the form is probably usable, even if the form, itself, is old, right?)
This is a great input. very practical in situations explained. A new version of a form would not be entirely different from the one in use. While the earliest opportunity can be had to transfer the form to such remote users, use of an older version form in a few cases would not kill a system... right ?
Right! The point is to mitigate nonconforming PRODUCT or service reaching customers. The correct data on an out of date form is still usable, whereas incorrect data on the up to date form is not. Ergo, no auditor in his right mind would cite an out of date form with the correct data, given the logistics of the described situation regarding isolated and remote people making the data entry. If the form is so changed that the amount or type of data to be entered is substantially different, most organizations would create an entirely new form number, not a mere revision and then the adoption of that form would entail specific measures to ensure all pertinent parties are in possession of the new form and all obsolete forms are collected and destroyed or recycled/reclaimed as waste paper.

The savvy organization tailors the amount of effort in changing/revising documents to the repercussions of using the wrong document.
 
A

amit_rd

#7
My views:
1. All electronic documents should contain the disclaimer e.g. ?Please use the latest copy from intranet - a hard copy may already be outdated"

2. The effective date of documents should never be the same as change date - In your case, the effective date should be time taken from change to change implementation (includes information)

3. We use a red email system - Means all subscribed members are sent an email info and it remains red in their mail systems unless they read it.

4. Are you doing too many changes on such documents? Do these changes really add value? - One needs to ask these questions as documents are meant to support the business and not the other way around.

Cheers!
 

QualityMoo

Starting to get Involved
#8
Thank you so much for all the input thus far.

I am in a situation of making the determination of whether the documents/records found during an internal audit should be considered a finding or not. The form in question is a service report. The last revision to the document was for address changes in the header. This document is signed by our customers and they are provided a copy when the service engineer completes his job. The data in the form is usable. The risk to the business of using an obsolete form is minimal.

To answer the question about remoteness, yes these people are mostly in very remote locations with little access to the internet.

Wes, you are correct. I am also looking at how to prevent the nonconformance going forward. Our company is not as current with technology and our Information Systems department keeps tight control in place over our intranet and access to the internet. This is a challenge.
 

harry

Super Moderator
#9
............................I am also looking at how to prevent the nonconformance going forward. Our company is not as current with technology and our Information Systems department keeps tight control in place over our intranet and access to the internet. This is a challenge.[/FONT][/COLOR]
It is your system and up to you to control. For these kind of issues, you can have a 'transition period' before the change-over becomes effective.
 
Thread starter Similar threads Forum Replies Date
A Electronic Forms control - Making sure the most current version of a form was used Document Control Systems, Procedures, Forms and Templates 13
T Controlling Expandable Forms in Paper-Based Document Control System Document Control Systems, Procedures, Forms and Templates 10
S Control of Forms Document Control Systems, Procedures, Forms and Templates 4
Gman2 Control of Documents and (FORMS) on a Computer Network ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 16
K Document Control - Type-able Forms vs. Ink Quality Manager and Management Related Issues 10
R Document Control when an ERP System Produces most Forms and other Paperwork Document Control Systems, Procedures, Forms and Templates 7
T ISO 9001:2008 Forms Control for Electronic Built-In Template Document Control Systems, Procedures, Forms and Templates 2
C Change Control Forms Post Software Validation Medical Information Technology, Medical Software and Health Informatics 2
Q Chrysler required FMEA and Control Plan Document Audit Forms and Process Audit Check FMEA and Control Plans 7
H ISO 9001 Requirements for Control of Forms Document Control Systems, Procedures, Forms and Templates 24
Q Control Of Documents and Forms - Formats and Numbering Document Control Systems, Procedures, Forms and Templates 3
E Control of Electronic Traveler and SPC Forms Document Control Systems, Procedures, Forms and Templates 1
T How do I control web-based asp forms/rpts that write to and pull from an Access DB Document Control Systems, Procedures, Forms and Templates 4
G Methods for the Control of Forms ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 5
N Control of External Documents - Best Practices for Control of External Forms Document Control Systems, Procedures, Forms and Templates 2
D How to Control Software Program based Forms - Document Control Document Control Systems, Procedures, Forms and Templates 1
J Control of Forms - ISO 9001 Clause 4.2.3 Requirements ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 6
E Legacy Forms - Should Change Control apply to legacy forms? Document Control Systems, Procedures, Forms and Templates 5
L Recommendations for Control of Customer Tailored Forms? Document Control Systems, Procedures, Forms and Templates 8
V Control of Forms - Do the blank forms need to be Password Protected? Document Control Systems, Procedures, Forms and Templates 19
T Control of Forms - Do forms need to be controlled? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 64
S Design & Development Control Forms and Templates Design and Development of Products and Processes 3
V Templates (Forms) requiring Control - Document Control Document Control Systems, Procedures, Forms and Templates 4
C Control, Identification and Content of Corporate Electronic Forms Document Control Systems, Procedures, Forms and Templates 7
S AS9103 Process Control Plan - MS Word .doc File Forms attached AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 3
S Control of Work Instructions and Forms - New Quality System in a Small Company Document Control Systems, Procedures, Forms and Templates 7
D Form Change Control - Should forms be cosigned? Document Control Systems, Procedures, Forms and Templates 3
Howard Atkins Informational AIAG PPAP Manual 4th Edition Forms (including Control Plan) APQP and PPAP 68
W Controlled vs. For Reference Only - Forms which don't need control? Document Control Systems, Procedures, Forms and Templates 6
Q Approved Supplier List - Control in the same way forms and procedures are? Supplier Quality Assurance and other Supplier Issues 5
C Document Control of Electronic Forms Document Control Systems, Procedures, Forms and Templates 6
J Document Control - How do you Control Forms? Document Control Systems, Procedures, Forms and Templates 9
T Control of Forms - Considering removing forms from our procedures Document Control Systems, Procedures, Forms and Templates 7
D Control of Computer Generated Forms - TS 16949 requirements Document Control Systems, Procedures, Forms and Templates 1
D Control of Computer Generated (Electronic) Forms - TS 16949 Control Requirements Document Control Systems, Procedures, Forms and Templates 9
E FDA - Design Control Forms - Medical devices (Class I and II 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 4
apestate Multiple Attachments: FMEA and Control Plan Forms Document Control Systems, Procedures, Forms and Templates 14
M Definition Issue date (Definition of) and Control of 'Rapid Forms' (store bought) Definitions, Acronyms, Abbreviations and Interpretations Listed Alphabetically 9
C Control of Documents - When?? Uncontrolled forms identified days before the audit Document Control Systems, Procedures, Forms and Templates 19
D Control Of Customer Survey Forms and Related Forms Document Control Systems, Procedures, Forms and Templates 7
J Control of Electronic Forms and Documents Embedded in Software Document Control Systems, Procedures, Forms and Templates 12
D Control Number for Class III and IV devices Canada Medical Device Regulations 0
J Document Control Metrics Document Control Systems, Procedures, Forms and Templates 3
I Document Control Software Document Control Systems, Procedures, Forms and Templates 2
N ISO 13485 7.3.9 Change control in medical device software ISO 13485:2016 - Medical Device Quality Management Systems 6
C UDI Questions on Control Units Other US Medical Device Regulations 6
A Quality Control Datasheets Inspection, Prints (Drawings), Testing, Sampling and Related Topics 0
M Control-self assessment Internal Auditing 5
GreatNate Master Control QMS software Quality Tools, Improvement and Analysis 0
A Prototype control plan FMEA and Control Plans 2

Similar threads

Top Bottom