How to manage standards not under document control

J

Jhoana

#1
Moderator note by Brad M.:

This is a discussion moved from another thread. Title has been changed for clarification. Let any moderator know if it should be changed again.
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Hello all,

I have a question about document control. I wanted to know if anyone could give me any suggestions on how to manage external documents (NDA's, Kosher certificates, contracts, etc) which are not controlled by your document control procedure.

My second question is: Does anyone have any suggestions on how to include revision history on document? I have an idea but wanted to get some feedback. I would really appreciate any help. Thank you!
 
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F

funkj - 2008

#2
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

A quick and dirty method to control the outside stuff is to make a spreadsheet with all of the appropriate information, just make sure to reference it in your document control procedure.

As far as document history:
1. You can actually add a section on the bottom detailing the history, (some programs do that).
2. You could keep a file that outlines all of the changes to reduce the length of your docs.
3. You could keep all old copies and reference back.

Unfortunately those are the only methods I have been exposed to, (I have only worked for two companies in which I was physically involved with the quality of the product.
 
J

Jhoana

#3
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

Thank you for your suggestions! We were planning on listing the version history on documents that we feel are more important for our QMS.
 
F

funkj - 2008

#4
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

Thank you for your suggestions! We were planning on listing the version history on documents that we feel are more important for our QMS.
Make sure to keep the history brief. It obviously needs enough detail so that you know what is changed but don't go overboard.

I would also suggest that you only keep 3 - 5 revisions on the document. That way you have the most recent changes but don't take up a lot of space or waste paper. :D
 
J

Jhoana

#5
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

That is a good suggestion. I was wondering how far we needed to go back for the revision history on the document. I will just include the first 3-5 last revisions. I see your registration date is June 2008. Good luck! However it seems as if your organization is ready!
 
F

funkj - 2008

#6
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

LOL I actually just found this site today looking for R&R stuff. My old company had things going at least pretty good, but my current company is a mess.

I am trying to take the things that worked well at the old place and make them work in the new place.

It is difficult and takes time, but I am making a difference. The TS audit my current place had before I was here had 9 minors and 2 majors. I had my first TS audit 2 months after I started and I reduced the findings to 5 minors. There are probably 30 internal findings but I prefer that over the external findings.
 
J

Jhoana

#7
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

Wow, sorry to hear your current company is a mess. But it seems you are just the right fit to help establish their quality management system. And I would definitely prefer internal findings over the external as well. We are preparing for ours in May and we are ready, but are just working out a few issues that could be better. The document control and also our ISO organizational flow chart. Do you know where I can find samples of process flow charts or interrelatationship charts?
 
F

funkj - 2008

#8
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

I have seen lots of basic organizational flow charts but is kind of up to you on how you want to do it.

You should think about the following factors as you make it:
1. Use titles not names for reference who owns what.
2. Do not go into to much detail, simply outline the basics.
3. Make sure to cover all areas of the facility that you system touches.

I have seen people create flow charts in Excel, PowerPoint, crap and another Microsoft product I am drawing a blank on.

They all have been different in what was covered and how it was covered.

I would make a list of the areas you think should be covered in the flow chart:
1. Design, (if you have it)
2. Purchasing
3. Receiving
4. Production
5. Inspection
6. Payments
etc.

Then get who controls what and map out how they link.

That is at least how I have done it in the past. Unfortunately my current organization does not have one and I did not keep any of my old ones. I can only help you with the theories that I used.
 
J

Jhoana

#9
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

That is how I started out, by making a list of all the areas and listed out our processes. Then I mapped out how they all link together. However, another member of our team thinks our quality objectives should be mapped out as well. I am not sure how to go about that. Do you know enough about your organization to do a process flow for them? Are you nervous about how registration will go since you are not as ready as you would like?
 
F

funkj - 2008

#10
Re: New Folks - Please Take a Minute and Introduce Yourself / Say Hello!

Being that this is a small plant I can do the organizational map. I have actually audited the entire system already.

As far as being nervous, not really I can only do what I can do.

If that is not enough, so be it.
 
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