Managing Level 3 Production Documents - Document Control System Help

[rfoley14411]

I am looking for advice on an effective way to manage our Level 3 production documents in a way that works well. Specifically, we have SOPs/work instructions for processes, equipment manuals, some instructions for how to use and some how to PM equipment, specifications, forms, logs, etc. I am overhauling all of our documentation & want to first decide how to separate things so it is useful for production operators which means brief & clear instructions. It also means electronic links among documents. I just wante dto get the benefit of others' experience on what to do. Thank you!

 

[bigqman]

Re: Document Control System Help

I worked in a plant where the work instructions had been developed years before but were now collecting dust inside fat red binders. In wanting to improve our cross-training and new hire training I solicited the help of lead operators to get involved with identifying which work instructions were still valid and which were outdated. So the driver was improving training and they - the lead operators had the technical knowledge and a vested interest in helping new employees ramp up quickly. I supported them with formatting and control and making sure it was Ok with their Manager for them to consistently get hours on the project until it was done. They took ownership of the content and I was able to help them with consistency and control. I hope that helps you somehow!

 

[Jimbo3]

Re: Managing our Level 3 Production Documents - Document Control System Help

We do work instructions for our processes and support them with associated forms.

For example, if our control plan for widget production is Q-CP-05-001, we would probably include some of the following for documentation:

F-IN-05-001 Main work instruction for widget production
F-IN-05-001-A, B, etc. Associated form(s) in support of widget production (production logs, helpful settings, etc.)
F-IN-05-001-M Associated daily maintenance form / log (month distribution) in support of widget production – includes widget production specific functions that the operator can readily address as well as recurring area cleaning / housekeeping functions.
Our maintenance people have software dedicated to the PM functions they perform. This includes any functions that we normally consider beyond the scope of our operators to perform.

I hope this helps.

 

[MarilynJ6354]

I have a questions related to Work Instructions. We have an online quality system with procedures, forms, etc. but none of the work instructions are controlled there. They are on a drive separate from the rest of the quality system. I feel they should be together; the manufacturing manager said no because they are still controlled. Is this acceptable to an auditor?

 

[Michael Malis]

I have a questions related to Work Instructions. We have an online quality system with procedures, forms, etc. but none of the work instructions are controlled there. They are on a drive separate from the rest of the quality system. I feel they should be together; the manufacturing manager said no because they are still controlled. Is this acceptable to an auditor?

Hi Marilyn,

You are correct.
If they not on a quality system, how is it controlled?
What will happened if I log in in this drive and modify work instructions?
What will happened, when a new employee is starting and must be train to use WI?
Also how do you prove to the auditor that you trained all on the latest revision?
Lots of potential problems that you can fix now...

Regards,
Michael

 

[MarilynJ6354]

They are restricted documents so only 2 people can make changes to them. There is a revision history on each one. Training records show they were trained on the instructions related to their job.

 

[Mark Meer]

...It also means electronic links among documents. I just wante dto get the benefit of others' experience on what to do. Thank you!

If your documents are already digital, and users all have ready access to networked terminals, I'd strongly suggest considering a wiki.

These allow you to:
- Manage access permissions to documents
- Easily create links/references between documents