Living Documents which change every day - Control or Uncontrolled?

[Jim Wynne]

Hmm...

the content must be controlled also ,of course ... the content of a procedure is more important than the design of a procedure (although in our company when a procedure content changes we change its REVISION number)

and controlling it with a date and making sure the latest one is available for all to see is certainly a good way to do so (as well as given only "write" authorisation to the person in chargeof amending it )

But what i am wondering is the following :

- Is that list of prefered suppliers a document or rather a record ? Doesnt the form become a RECORD once it is filled with data ?

which is why i said that the document version is dependant on the design of the form

the control of RECORDS (or reports ) on the other hand ...is controlled by a date

This is another one of those cases where two guys are being eaten by a carnivorous reptile while arguing about whether it's an alligator or a crocodile. This doesn't have to be difficult. There is a list of approved suppliers, and the questions to ask are:

• What are the requirements for suppliers to get on (or be taken off of) the list?
• Is there a form that must be controlled?
• Who has the responsibility and authority to establish and maintain the list?
• Who has access to the list, and what permissions do they have?
• How is it assured that only the current version is available for use?
• Are there any relevant records that must be maintained? For instance, might it be necessary a year from now to be able to see the version of the list in use today?

That's it. Once those questions are answered and documented, let the fun begin.

 

[Helmut Jilling]

Hmm...

the content must be controlled also ,of course ... the content of a procedure is more important than the design of a procedure (although in our company when a procedure content changes we change its REVISION number)

and controlling it with a date and making sure the latest one is available for all to see is certainly a good way to do so (as well as given only "write" authorisation to the person in chargeof amending it )

But what i am wondering is the following :

- Is that list of prefered suppliers a document or rather a record ? Doesnt the form become a RECORD once it is filled with data ?

which is why i said that the document version is dependant on the design of the form

the control of RECORDS (or reports ) on the other hand ...is controlled by a date

A date could control either - a record or a document. After all, a record is just a special type of document. A list is a record and a document - you keep adding names to the list, but you also remove names sometimes.

To test my comment about doc control - do you want people to use the supplier list that is the current information, or is it ok to use a copy from last year that they have in their desk, even though the format is the same? Obviously, you want them to use the current version, then doc control is required. And, as said, a date could be suffcient.

The date could even be a "printed on - date" timestamp in this case, if your procedure allows it.

 

[Sardokar]

I think its a Crocodile !!!

Let go of my leg you crocodile !!!

He doesnt want to let go !!!