Keeping Control of Controlled Documents

F

fabricator

#11
A very simple, economical method to control printed documents is to state on the form itself, in the footer, "This document is uncontrolled unless stamped 'CONTROLLED' in RED INK." That statement alone withstood scrutiny from our ISO auditor as the process of stamping all controlled documents was the sole responsibility of our Document Control Admin. She alone had the stamp and was responsible for issuing all documents to the floor and maintaining a matrix of who had what and where.
 
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S

silly girl

#12
It is critical that your documents are available to the people who need them. There are several ways you could do this, depending on what your company is willing to do. Two options are:

1) Have a document control clerk who can provide and record controlled copies (indicated via stamp with copy#, color copy with copy#, etc.) and who will be responsible for gathering obsolete documents and providing new documents.

2) Provide copies that are controlled by the individuals who have them in possession - controlled version indicated by color copy. Then you need a really good notification system that lets everyone know when documents change, training to teach people how to maintain their copies, and thorough surveillance via some kind of audit to monitor compliance...

Obviously there could be many ways to resolve this, but it all comes down to one problem - management commitment to whatever solution is chosen and providing the necessary resources to ensure that following the system is easier than not following the system.

Silly Girl
 
L

lrowe

#13
For what it's worth, we have computer access at several points on the shop floor, but not many workers actually look them up. Also, anyone can print copies from these computers but I have a footer set up that says” Paper copies of this document are not valid 7 days after <the date it was printed>" The time frame to allow certainly depends on how dynamic your controlled documents are.

I also have to weigh in on the "operator error" issue. I think it was Juran who did the research and concluded that errors that were initially called operator errors were almost always really problems with the system the operators had to work with. I believe this to be a true statement if you look past the surface of the mistakes being made. Start thinking about things like Poke Yoke and such to get some permanent solutions

Good luck!!

Larry
 
S

skappesser

#14
At my workplace we ensure the phrase "Attention: UNCONTROLLED IF PRINTED. User of this document is responsible for determining current revision level before using document." is printed on the cover page of each controlled document.
We have never had a problem here...
 
E

Ederie - 2007

#15
:topic: Larry ,
There are alot of Ramones songs that come in handy during quality situations.
Beat on the Brat comes to mind.......
Ed
 
L

lrowe

#16

Ederie,

"Blizkreig Bop" comes to mind quite often in this biz too - especially the HEY HO LETS GO" part!!

Umm ... does this help with the doc control problem???:confused:

Larry
 
F

favqty

#17
Our company has a series of controlled documents that right now, only one person can print. They are viewable on a PC as *.pdf documents. Some people (including me!) want to have the ability to print and use these documents with people in production, who do not have access to PCs, but need the documents to do their work correctly. (I know... why have a controlled document that the appropriate people cannot view?? :nope: )

.
Everyone,
after read every single post I think Holly 21 have a solution without start a war against the management. It is a hard situation if we just see it from the statement stand point (Controlled document). I want to share something that I am sure everyone of us have experiencing along your career.

Operation people do not have time to read documents. Based on this fact what do you will need documents at production floor?.:mg:

"How do other companies manage this? Any ideas would be appreciated and I thank whomever has read this entire thing and takes the time to reply"

Possible Solution: You can implant visual controls at every station that needs something special to care of (Machine setting, paterns to compare attributes, visual marks on gauges, etc). Visuals are understood almos in every lenguage and are easier to deploy, helps training, and are removable and updateable without too much protocol. You just need to place a Reference only ink mark (If you want to be very ortodox).

Documents or procedures must describe the way to set something at some value, the visuals helps people to keep the gauge at that mentioned value. I hope you understand my rough English and also hope my comments help you.

"The executive branch of my company does not want to have copies of these documents on the manufacturing floor because they want to know how we can control keeping the most current versions in place. If hard copies exist, anyone can make copies of them so we wouldn't always know how many people had copies of the documents. We do not have a dedicated document control person for this sort of task. "

That is what management is expecting from coaches. :bonk:

Hae a nice one. :cool:
 

Crusader

Trusted Information Resource
#18
I've got everybody in my control. :whip: Failure to follow = instant CAR and nobody wants one of those.:nope: I issue the docs and hand-distribute to 37 binders throughout 4 facilities. Others(25) on electronic notice only get a document notifying them of the new releases. No one updates their binder unless I say so. NO ONE. And they don't. I don't have any issues with Doc Control anymore. I do have that familiar clause stating that it is the user responsibility to check they are using the latest rev though. I issue a Master List also to personnel - 'cause not everyone has a computer.
 
G

Gert Sorensen

#19
:2cents: Take a good look at what instructions and procedures that are really needed to be known at the specific point on the shop floor. Print and laminate these papers and stick them on the wall at the place where they are needed. When updated, simply change them. Just as easy as updating a binder, and you provide the information where it is needed. As for language: Use pictures and flowcharts in your instructions. They say a lot more than words and are usually sure to be better understood by production employees. Finally, make sure that you only update these papers when absolutely needed. If there is to many changes all the time production employees get annoyed with the system, and you don't want that.

Good luck with the challenge :agree1:
 
R

RosieA

#20
We went to electronic documents for the office areas but continue to keep the paper documents on the floor for the convenience of the Operators. You need to do what makes it easiest for the user. Many of our Operators are not computer literate.

We have a variety of "Limited Life" schemes. A footer on electronic documents states that the document expires 7 days after <inserts today's date>. Paper documents have the "Controlled when in Red" stamp on the hard copies. Prints that go to the floor in the Manufacturing Order packet have a stamp that Limits the life of the document to a specific MO. And Engineering Standards have a clover leaf punch to identify it as the controlled version.

There's lots of ways to identify controlled docs. There are even ways to date stamp pdf files. (See http://elsmar.com/Forums/showthread.php?t=13432)

The important part is making sure the procedures are readily available to users in whatever media is most expeditious...
 
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