How to Reuse Obsolete Documents - Guidance needed

A

Arsalann

#1
Hi,
Can anyone telme how can I be ableto re-use obsolete documents??? IS there any guideline, refrence ?? Plase let me know about this.....
Thanks,...
 
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G

grandmaz

#2
Re: Guidance needed on how to reuse obsolete documents

Hi,
I don't see why you couldn't just review the document for any updates that may be needed, and release it. No sense in recreating the wheel when you don't have to.
 

Jim Wynne

Staff member
Admin
#3
Re: Guidance needed on how to reuse obsolete documents

Hi,
I don't see why you couldn't just review the document for any updates that may be needed, and release it. No sense in recreating the wheel when you don't have to.
Welcome to the Cove. :D Good answer!
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#4
Re: Guidance needed on how to reuse obsolete documents

Hi,
Can anyone telme how can I be ableto re-use obsolete documents??? IS there any guideline, refrence ?? Plase let me know about this.....
Thanks,...
I am afraid that we would need additional information in order to better answer your question. Can you be more specific to what type of document you are referring to? Is it a drawing? a procedure? a bill of materials? Why was the document made obsolete?

There is a difference between an obsolete document (which technically should not be used any longer) and a previous version of a document. Some organizations produce, repair and/or overhaul several versions of a same product. In that scenario, one must be concerned in using the APPLICABLE/APPROPRIATE version of a document, which might be an old version of a current document. Just because it is not the latest version of the document, it does not mean that it is obsolete.
 
A

AliInMo

#5
Our company will sometimes obsolete a product, so the work instructions will be pulled and made obsolete. Then, for some reason, a customer will want to go back to using that obsolete product, so it is re-launched. In that case I will retrieve the obsolete document and send it out for review to make sure there were no changes made during the re-launch and then re-release the document using the Rev. that it was at when it was made obsolete (unless of course there were changes made, in which case it would be moved to the next Rev.). This is one of the main reasons I keep Word versions of obsolete documents on file.
 

Randy

Super Moderator
#6
The obsolete document is a record that could be referenced, it's under control to prevent unintended use, so establish an intent and then reference it.

Either that or re-enter it under your document control process.

Do what works best for you.
 
A

Arsalann

#7
Re: Guidance needed on how to reuse obsolete documents

I am afraid that we would need additional information in order to better answer your question. Can you be more specific to what type of document you are referring to? Is it a drawing? a procedure? a bill of materials? Why was the document made obsolete?

There is a difference between an obsolete document (which technically should not be used any longer) and a previous version of a document. Some organizations produce, repair and/or overhaul several versions of a same product. In that scenario, one must be concerned in using the APPLICABLE/APPROPRIATE version of a document, which might be an old version of a current document. Just because it is not the latest version of the document, it does not mean that it is obsolete.
In my case, I have an obsolete documents which cant be use again for same purpose. If I do not re-use it, the empty vacancy remains in my documents e.g, ab-01, ab-02, ab-04 etc... ab-03 is an obsolete. But, I want to handle it by giving another topic. If I give another name to this, then my documentation work will increase further. So, I wanna re-use without more documentation.
 

somashekar

Staff member
Super Moderator
#8
In my case, I have an obsolete documents which cant be use again for same purpose. If I do not re-use it, the empty vacancy remains in my documents e.g, ab-01, ab-02, ab-04 etc... ab-03 is an obsolete. But, I want to handle it by giving another topic. If I give another name to this, then my documentation work will increase further. So, I wanna re-use without more documentation.
You are then not having an identity of your obsolete document. Now do you need to keep the ab-03 example as obsolete ?
This is the question.
See what 4.2.3 of ISO9001 says at g)
g) to prevent the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose.
If you do not want to retain them at all, then do your way. Then you have no obsolete document and no question of re-use.
If you need then then give suitable identification.
In your example, if you give ab-03 an other identification for being obsolete., and then use the ab-03 for a current document, your purpose of reducing more documentation stands defeated, rather you are burdened more.
 
Last edited:

harry

Super Moderator
#9
Re: Guidance needed on how to reuse obsolete documents

In my case, I have an obsolete documents which cant be use again for same purpose. If I do not re-use it, the empty vacancy remains in my documents e.g, ab-01, ab-02, ab-04 etc... ab-03 is an obsolete. But, I want to handle it by giving another topic. If I give another name to this, then my documentation work will increase further. So, I wanna re-use without more documentation.
I think what the original poster is saying is that:

1. He had some obsolete documents in his system.
2. Can he reuse the document numbers (used to identify the document) assigned to these obsolete documents for some new documents.
3. He thinks he can save time by re-using these document numbers

which cant be use again for same purpose.
I think what is key but not clear here is what is meant by 'same purpose'.

Generally, if used for the 'same purpose', you just obsolete the older version and replace with the current ones denoted by a revision number and/or revision date. The original document numbering remains.
 
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