ISO9001:2015 Document control and training aids

[allym]

We have a standard document control system. 3 levels of documents (1: Polices, 2: Procedures, 3:WI, Forms, VA's) with revision control and various levels of approval required. Our CEO is wanting to have documented processes for everything with the intent of, if you aren't there a backup can take the document and do your job. We are a small enough company that if someone goes on vacation, you will likely have a couple people from different departments fulfilling your role.
The document would be a training aid, which would show very detailed steps of processes which do not effect product conformity - for example how to update charts in a excel tracking log for on time shipments.

The thought is to call these living training aids - as they can be updated as used to capture tribal knowledge. These would not fall under our standard document control, but would have word tracking turned on so that all edits and who completed them can be seen, they would also state the guiding controlled document if any.

What is the best way to document that this is our standard procedure. I have added "Flow charts, and work instructions identified as training aids or reference documents are used for training and reference purposes only. These are not required to be followed exactly as written however they must not violate and do not supersede the requirements of a controlled document." to our document control procedure.

 

[Tagin]

I don't think this will fly.

Are there controlled procedure or WI docs that document the processes/procedures in the "living training aids"? Or are the "living training aids" the only places where these are documented? If 1) they are the only place where these are documented and 2) these documents are not controlled....then, well, you will have issues with explaining this to an auditor: the company thinks they are important enough to document, but not control the documentation? If these are supplemental to the controlled procedure/WI docs, then how can you explain why discrepancies are allowed between the "living training aids" and the controlled docs? Doesn't someone have to monitor and decide on what is an acceptable deviation from the controlled docs?

If the "living training aids" are indeed for training or as a "reference", then I think an auditor would still ask: why are they not controlled? How do you ensure that the the content of these documents is going to train a person in the correct procedure? If people are going to reference them, then again, how is that not a procedure document that requires some control?

 

[Tagin]

The intent of capturing tribal knowledge makes sense, but it may be that your document control system is too inflexible and has to accommodate the organic and dynamic nature of these kinds of docs. You may just need to state that someone (dept mgrs, quality dept, etc.) has authority and responsibility to review this captured knowledge as changes are made, and ensure that those changes cohere with the more formal procedures.

Or, maybe these "living training aids" could be considered as 'draft' documents, which will be converted to controlled docs? Why would tribal knowledge be less valuable to control?

 

[Randy]

Do whatever you believe will work for you, keep it simple, try it out and smooth off the rough edges.

 

[Al Rosen]

What you are describing is what is referred to as a "red-lining" procedure for documents. Someone with authority should approve the changes on the document for revising the document.

 

[yodon]

I would probably suggest an (uncontrolled) wiki to capture the tribal knowledge.

 

[Pancho]

I would probably suggest an (uncontrolled) wiki to capture the tribal knowledge.

That’s a bit like a car without wheels. Document control comes free with a wiki. You can document procedures and capture knowledge. There’s no reason to avoid “training aids” or any other document class that helps the organization achieve quality.

Empower and encourage your team to use the wiki and soon there’ll be a robust system of documents with all the info that the OP’s boss wants.

 

[tony s]

The thought is to call these living training aids - as they can be updated as used to capture tribal knowledge. These would not fall under our standard document control, but would have word tracking turned on so that all edits and who completed them can be seen, they would also state the guiding controlled document if any.

I believe this is a good practice which supports the intent of clause 7.1.6. Capturing tribal knowledge is consistent with Note 2 of 7.1.6. As long as the content of the training aids do not contradict the controlled document but serve as supplementary information to ensure effective operation.

There is no requirement that organizational knowledge shall be controlled as per clause 7.5, so don't be concerned about this. Even ISO/TS 9002 clarified that simpler methods can be used like maintaining logbooks.

The easiest way to document your approach is on your high level quality manual. There's no need to create a detailed procedure or flowchart for your approach in capturing the tribal knowledge. If an organization opted to just maintain logbooks to capture undocumented knowledge and experience, documenting a procedure/flowchart on how to write, update, communicate and store the logbooks just complicates an organization's documented system.