Is there a difference between form control and document control ?

[Julie O]

A template is one document that may be controlled. Documents generated using the template as a guide are separate documents, which may also be controlled. When you refer to changing the content of the template, I'm not clear as to whether you are talking about changing the actual template or creating a new document using the template as a guide.

If you are changing the actual template, you have changed the template, creating a new version of the template. If you want people to be able to identify and use the most up-to-date version of the template, then you need to issue it as a new version. If you mean they are changing the template to create a new document that is not a template (eg, an actual job description, not the job description template), then you haven't revised the template. You have created a new document and should track it as the first version of that document.

 

[dsanabria]

J0anne:
Andyn / Dsnabria: unfortunatly i can't do this because i don't have authorization for that and furthermore My Manager (management
thanks all for attempting to help me

OK - the tell your Manager (the management Representative) to dis-invite this auditor because level of competence. Based on your written statement, it appears that this auditor is a "Desk" auditor. Tell your Manager to bring in an auditor that will focus on processes and Risk- approach to your AQMS and not someone that is writing NCR on items that do not add value to the audit.

 

[Kronos147]

Kronos147: the NCR as stated by the auditor is as follows:
The client did not fully comply with the requirements of the clause in that evidence of poor document control was seen:.
OBJECTIVE EVIDENCE:
1) Job descriptions were seen for three separate managers. However, the same document number, HR/701/F/7 Issue 2, 23/09/14, was used on all. This referred only to the document template and not to the documented content. This was seen in several other cases, where a document template had been classified as a form and the documentary content had no issue control.
2) The blank audit plan form QA/1002/F/1 issue 3 does not include the names of the areas to be covered over the audit plan period. This is unlikely to change from plan to plan.

IF if if you have a doc control procedures that says this is what you do, then the NCR is invalid. I doubt you do, and then the NCR would be about the procedure and then it would be a major, IMO.

....you haven't revised the template. You have created a new document and should track it as the first version of that document.

I think this is the case.

By the way, what you listed is not the complete NCR. It lacks the clause and statement of requirement(s). It is important to understand the requirements. In this case, 4.2.3 says you have to have a procedure that includes methods to "approve documents for adequacy prior to use."

It also says "changes and current revision status are identified." It says more. But let's start with these.

If you are trying to say you used a form template (a good thing), but created a separate record for a job description for the janitor, the vice president, and the accountant. Then you called them all 'JD-XX-01 rev. A Job Description Template' then yes, your system has an issue.

How can you meet the requirement to make sure that the doc has been approved and that the relevant revision will be available?

Let me make it more clear: template JD-XX-01 Rev. A CAN be used to create JD-Janitor-01 Rev. B Janitor Job Description, and JD-VicePres-01 Rev. A Vice President Job Description....

However, JD-XX-01 Rev. A cannot be the Janitors job description in this department and the Accountants in another because if lacks that control that says "this is the right one." It is like you asked each person to use the template and write something to satisfy an auditor. Then, these records now lack the clear indication of approval.

So, take the ones you have, rename them, approved them, review the procedure, revise if required, train, and call it a day.


A form template can be something like a PO. The fields are there and the data has to be entered for each PO.

Once you take a template and put it towards a specific purpose, run it through your change control procedure and control it!