How to Manage the Documentation of the Management System in a Better Way?

A

alexanderqms

#1
We know there are generally four kinds of documentations that is manual, procedures, work instruction or specifications and records. And the third level contains engineer draws in some organization. These documentations may be indicated in any type of medium, such as electronic or photo, etc.. the main medium with information is hard copy or page, and the electronic documentation is not generally controlled strictly by organization. The draws that directly indicate product’s requirements is controlled by the most strict, for the mistake draws must make employee to produce nonconformance. We know operators do not see the work instructions or the flow charts every times when they are operating, for the flow is the same for the some products, but they must see the draws or specifications every times, then to start operation. In additional, we know the management of the rest documentations is generally more confused than the draws.
How to control the system documentations in a better way base on the above situations?
In the first place, let us understand the general controlling process of the system documentations:
Identification needs of documentation→application of add new documentation→establishing new documentations→evaluated by the relevant personnel→approved by authorized managements→application distribution to the documentation controlling center →determining copy number→copying→press seal→sorted by departments→fill with the form of the documentation distribution and reclamation sheet→distribution→signed by received departments→reclamation of obsolete documentations→confirmed by the documentation controlling center→sorting and pigeonholing of original documentations→fill with the master list→disposition of the obsolete documentations.
But base on the above controlling flow to control the system documentations, there are the following questions:
1) It has some difficulties that to reclaim the obsolete documentations when the new revision documentations to distribute, because a part of it does not to be found immediately or it was already loss.
2) In fact, it is not difficulty to control the documentations well, the most of the questions was caused by a little of misplay or carelessness. The question that we want resolve is how to control the documentations with a better way or more simply way.
3) The organization that has established ISO management system has a great deal of documentations, though the work of documentations controlling do not need high skills and knowledge, but the function has a great of trivial matter, so a bit of carelessness will lead to mistake, and lead to the operator that need the controlled documentations would operate with the incorrect work instruction or draw or specifications, and lead to produce nonconformity products. So the small question lead to customer’s complaints.
As to the above, will you supply some specific controlling way or ideas? this question is how to use a better and more simply and efficient way to control the management system documentations!:bigwave::)
 
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Stijloor

Staff member
Super Moderator
#2
As to the above, will you supply some specific controlling way or ideas? This question is how to use a better and more simply and efficient way to control the management system documentations!
Document control has been discussed in great detail here at The Cove Forums. You may want to begin searching the various threads and posts.

Look here for a forum on document control related topics. After exploring the posts, you may have some specific questions that you want to ask here about document control.

Stijloor.
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#3
Another thing to consider is that every company is so different that a 'best way' for each to control their documents will be specific to the specific company.

Take a company like Motorola - World wide there are millions of controlled documents at locations around the world. Compare that to a company with, oh, let's say 10 employees who all work in one small building (or even an office in a building. Each will have very different document control requirements.

Another aspect to consider is what specific types of documents we are referring to. For example, control of prints/drawings vs. 'local' (departmental) documents (etc.).

Just some thoughts.
 
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