How to Cross-Reference Controlled Documents

#1
I need to figure out a good way to cross-reference controlled documents; indeed, it is easy in our electronic system - there is a parent-child option. However, we need printed, controlled copies in many areas & how can I set it up so an operator would know, for example that there is a work instruction that is associated with a form or spec or vice-versa? I really do not want to add this into the body of the document if I can help it - it gets very messy. Any help is very much appreciated!
 
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normzone

Trusted Information Resource
#2
Re: How to cross-reference documents

I don't think my answer will be what you want to hear - Yes, putting it in the body is a pain to initiate and it has to be maintained, which means periodic review and update.

Can your operator get access to the electronic system?

Generally, if there is a form or a spec it needs to be referenced in process documentation - else how does somebody know they're supposed to use it? The world is littered with forgotten forms.

If your operators have access to the electronic system, a general note directing them there would do it. Of course, this assumes that the electronic is always current - I don't know how often the pace of change at your outfit drives updates.
 

Eredhel

Quality Manager
#3
Re: How to cross-reference documents

I'll second normzone on this. We are putting a computer out on the shop floor for that kind of thing. You can put a shared folder to the server location and anyone can view what they need with the most current versions. I like that it gets people to the actual documents without having to supply revisions and such. It's the actual approved digital version that everyone sees.
 

Pancho

wikineer
Super Moderator
#4
Re: How to cross-reference documents

I need to figure out a good way to cross-reference controlled documents; indeed, it is easy in our electronic system - there is a parent-child option. However, we need printed, controlled copies in many areas & how can I set it up so an operator would know, for example that there is a work instruction that is associated with a form or spec or vice-versa? I really do not want to add this into the body of the document if I can help it - it gets very messy. Any help is very much appreciated!
Use a wiki. Links (references) are automatically updated whenever a document's title changes.

If you include a document's parent process's table of contents as a side panel in each document (we call it a navigation panel), then your whole QMS becomes a small-world network, where any related document can be accessed with one-click, and any other document in the whole system can be accessed with two clicks.

This makes information instantly accessible to whoever needs it, be it for consultation or improvement. And the drudgery disappears.

I don't think my answer will be what you want to hear - Yes, putting it in the body is a pain to initiate and it has to be maintained, which means periodic review and update.

Can your operator get access to the electronic system?

Generally, if there is a form or a spec it needs to be referenced in process documentation - else how does somebody know they're supposed to use it? The world is littered with forgotten forms.

If your operators have access to the electronic system, a general note directing them there would do it. Of course, this assumes that the electronic is always current - I don't know how often the pace of change at your outfit drives updates.
Every time someone consults a document, they are reviewing it too, whether recognized as such or not. So it is easy to keep the system current if such reviews are taken advantage of. Even more so if housekeeping is taken care of by the software.
 
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