How to maintain documentation under ISO/TS16949 Clause 4.2.3

bkirch

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#1
In regards to ISO/TS16949 clause 4.2.3, could I get some input on how you meet the requirement of "A documented procedure shall be established to define the controls needed (b) to review and update as necessary and re-approve documents." The input that I am looking for is how other companies manage the process of having documents reviewed even if a revision may not be needed. We are a company with a lot of documents, and I feel we could do a better job with this process.
 
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KIDDO

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#2
Re: How do you maintain documentation under ISO/TS16949 Clause 4.2.3?

We use a document software package that monitors when our documents need to be reviewed. Once a document is entered into the software, it maintains the Active date and automatically calculates when the Review Date is, base on when the type of document it is and what we set up the review time for (annually, every 6 months, based on requirements, etc.). The system will automatically email the "owner" of the document that a review is required.

Kiddo
 

bkirch

Involved In Discussions
#3
Re: How do you maintain documentation under ISO/TS16949 Clause 4.2.3?

KIDDO in addition to the software being updated, is there a date on the actual document that also gets updated that shows it was reviewed? Currently, we show a revision date on the document when it is revised, but I am wondering if I should also show a "Reviewed On" date to show that was reviewed for needed updates, even if there are not any updates needed.
 

KIDDO

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#4
Re: How do you maintain documentation under ISO/TS16949 Clause 4.2.3?

No, we do not include the Review date on the actual document. The Document record maintains the history electronically. If we ever need to show evidence of the any reviews, we have it within the document electronic record.

Regards,
Kiddo
 
L

lk2012

#5
Our company's small and some documents (e.g. forms) have been in constant use for years without the need to change.
The only time we do a review as such is when a newstarter joins, I encourage them to read through the procedures and instructions relevant to their area (and possibly the other ones if they're interested) and point out anything that seems in conflict with their induction training / instructions from their area manager etc.
Our employees are encouraged to propose changes / updates / creation of new documentation whenever there is a need.
I also run a quick overcheck on all existing QMS before every external audit so you can argue we do it once a year as a minimum.
 
D

Dchauhan

#6
Re: How do you maintain documentation under ISO/TS16949 Clause 4.2.3?

KIDDO in addition to the software being updated, is there a date on the actual document that also gets updated that shows it was reviewed? Currently, we show a revision date on the document when it is revised, but I am wondering if I should also show a "Reviewed On" date to show that was reviewed for needed updates, even if there are not any updates needed.
There is no need to show reviewed date. The only thing you need mention and maintain on document is revision status if you have i.e. "Date:- & Revision status:- "
 
G

GoKats78

#7
Re: How do you maintain documentation under ISO/TS16949 Clause 4.2.3?

We use a document software package that monitors when our documents need to be reviewed. Once a document is entered into the software, it maintains the Active date and automatically calculates when the Review Date is, base on when the type of document it is and what we set up the review time for (annually, every 6 months, based on requirements, etc.). The system will automatically email the "owner" of the document that a review is required.

Kiddo
I am pretty sure we have the same system...:yes:
 

qualityfox

Involved In Discussions
#8
We are a small company without any fancy document control software, so ours is a manual system.

Excerpt from our document control procedure:

"If changes are made to a process or system, the related documentation will be reviewed and updated at the time of the change. All documents will be reviewed at least once every three years to determine if the information is up-to-date. Revisions will be approved in the same manner as the original document."

In the responsibility section, it says that the Document Control Specialist is responsible to initiate periodic reviews. She maintains a spreadsheet of review dates and sends monthly reminders to document owners.

A former employer's system only required procedures to be reviewed if the process changed, but processes were changed but not the documentation.
 
#9
In regards to ISO/TS16949 clause 4.2.3, could I get some input on how you meet the requirement of "A documented procedure shall be established to define the controls needed (b) to review and update as necessary and re-approve documents." The input that I am looking for is how other companies manage the process of having documents reviewed even if a revision may not be needed. We are a company with a lot of documents, and I feel we could do a better job with this process.
One of the most under utilized - but commonly used methods in engineering, for example - is a "Document Control Notice". It's a bit like a Design Change Request in basic terms and can convey all the needed information and records of approvals, reviews, changes and what not. It helps keep useless dross about every change, signature, revision etc OUT of the document and makes them easier to use! Just like an engineering drawing doesn't have tons of change details, just the "ECO" is listed...
 
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