Inheriting Another Company's Controlled Documents?

T

TEJ09242010

#1
I'm not sure if anyone on this site has ever dealt with this or seen it done, but in our particular case, another company is being transitioned out and our company is being transitioned in to take up the former company's scope of work.

One item in my function that needs to be resolved is this former company's (which is still active until three months from now) controlled documents. These controlled documents must be in place after this transition for the employees to be able to use.

We have received this company's controlled document and distribution listing so we know both what is a controlled document and who has a controlled copy. We will be updating this list to include the documents our company plans on controlling post this transition as well.

My question is, are there any controls any of you have seen done in the past to allow a 'blanket' approval for the continued existence of these documents once our company takes over? Otherwise, we'll have to recall all copies being used and reproduce a couple thousand controlled copies and issue before transition occurs.

We will be receiving both the electronic and hardcopy master file of these controlled documents to maintain in our system so should a document be revised or deleted, we will know who to provide the update to.

Is this sufficient, or is there another measure we need to put into place? I appreciate any input.
 
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G

Geoff Withnell

#2
I'm not sure if anyone on this site has ever dealt with this or seen it done, but in our particular case, another company is being transitioned out and our company is being transitioned in to take up the former company's scope of work.

One item in my function that needs to be resolved is this former company's (which is still active until three months from now) controlled documents. These controlled documents must be in place after this transition for the employees to be able to use.

We have received this company's controlled document and distribution listing so we know both what is a controlled document and who has a controlled copy. We will be updating this list to include the documents our company plans on controlling post this transition as well.

My question is, are there any controls any of you have seen done in the past to allow a 'blanket' approval for the continued existence of these documents once our company takes over? Otherwise, we'll have to recall all copies being used and reproduce a couple thousand controlled copies and issue before transition occurs.

We will be receiving both the electronic and hardcopy master file of these controlled documents to maintain in our system so should a document be revised or deleted, we will know who to provide the update to.

Is this sufficient, or is there another measure we need to put into place? I appreciate any input.
I think basically a statement in your system that this docs are controlled and part of the system unless removed, with a reference to the master list (make sure that is itself a controlled doc!) is all you need. I would definitely do an audit/random inspection of the docs and their distribution to assure for yourselves that the list is accurate.

Geoff Withnell
 

Helmut Jilling

Auditor / Consultant
#3
I think basically a statement in your system that this docs are controlled and part of the system unless removed, with a reference to the master list (make sure that is itself a controlled doc!) is all you need. I would definitely do an audit/random inspection of the docs and their distribution to assure for yourselves that the list is accurate.

Geoff Withnell
I agree with the approach geoff suggests but go much further. You inherit documents the same way you inherit tooling, gages or inventory. Take it as it is, but consider it suspect until review and tested or proven. It is likely there will be problems with the documents and things you inherit. It is better than nothing, but consider it a temporary situation in transition, and review and proof it as soon as possible.
 

v9991

Trusted Information Resource
#4
I would like to add to what Geoff has already said (controlled document authorizing the usage of docs + audit)

I would like to lay emphasis on the "process of review" of the controlled document before extending/authorizing the usage of documents; This is especially required to address any "duplicacy or differences" in procedures/standards followed.
 
T

Talisman

#5
I would make it mandatory to update documents to current corporate standards and templates whenever the periodic review process kicks in.
 
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