Master Document List - Is it necessary?

L

LH-PQSTL

#1
Is it necessary to keep an maintain a master document list?

If yes, explain why and where in the ISO standard does it tell me to maintain a list?

I use SharePoint to manage our documents...everything that is on that "site" is controlled & approved. Why create a list? What value does it add for my system, except it provides an easy "gotcha" for an auditor when he/she finds that a date doesn't match the list!
 
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T

Ted Schmitt

#2
The closest ISO 9001:2008 comes to requiring a list is stated in 4.2.2 b)

I maintain a list just for reference of our personnel... I do not however include revision dates on the list.
 

Jen Kirley

Quality and Auditing Expert
Leader
Admin
#3
Is it necessary to keep an maintain a master document list?
No.
I use SharePoint to manage our documents...everything that is on that "site" is controlled & approved. Why create a list? What value does it add for my system, except it provides an easy "gotcha" for an auditor when he/she finds that a date doesn't match the list!
An electronic system has served my site well through innumerable audits. Since we have an Intranet page that has links to all the current documents, one could say we do have a list; however, the links do not specify the revision number - the documents themselves have that information.

However, you did not describe how your documents are archived, how people are told about revisions, and how they can feel sure they are always getting the current information.
 
L

LH-PQSTL

#5
A couple of bullet points to address how I am address my electronic system:

  1. All controlled management system procedure or work instruction will contain a revision history table at the end of the document that will be used to track the nature and date of each document revision, including the date of each document revision and a brief description of the nature of the revision.

  2. The current version of each controlled document in the quality management system will be maintained electronically (e.g., company’s intranet web server, department shared network files, etc.) and are considered approved unless otherwise noted.

  3. Access to electronic data will be enforced through security permissions (rights) to prevent unauthorized changes and publishing of documents.

  4. All controlled management system procedure or work instruction will contain a revision history table at the end of the document that will be used to track the nature and date of each document revision, including the date of each document revision and a brief description of the nature of the revision

How would I address external origin if it is not maintained electronically? A list for documents of external only???
 

Stijloor

Leader
Super Moderator
#6
<snip> How would I address external origin if it is not maintained electronically? A list for documents of external only???
If that works for you, by all means.. All the standard says is: "control." How you do that is entirely your decision. If it works for your organization, it's fine. Standards get a bad name because folks are too much wrapped up into them and fail to make the requirements work for their processes.

Stijloor.
 
Likes: db
#7
Is it necessary to keep an maintain a master document list?

If yes, explain why and where in the ISO standard does it tell me to maintain a list?

I use SharePoint to manage our documents...everything that is on that "site" is controlled & approved. Why create a list? What value does it add for my system, except it provides an easy "gotcha" for an auditor when he/she finds that a date doesn't match the list!
As stated, a master list is not required. With SharePoint, you need to make sure that you maintain control of posting new documents and revisions. I have several clients that use SharePoint and it can be effective, but I am not an expert on it. In essence, SharePoint can ensure the documents are identified, the rev status is identified and documents are available where needed (assuming SharePoint is available at those points). Ensuring changes are identified is not part of SharePoint (as far as I know), but that is an issue with any control method, including paper master list.
 
Q

Quality Priest

#8
Personal I couldnt do without my excel spreadsheet, Master Documents List :notme:
All singing all dancing links to all docs SOPs WI's Forms etc.
Every area / department process has read access so everything is available at point of use

JUST DONT PRINT THEM OUT!!!!!!!:mad: UNCONTROLLED;)

Its taken me a while to train people on how easy it is to use?!?!
 
R

ralphsulser

#9
Personal I couldnt do without my excel spreadsheet, Master Documents List :notme:
All singing all dancing links to all docs SOPs WI's Forms etc.
Every area / department process has read access so everything is available at point of use

JUST DONT PRINT THEM OUT!!!!!!!:mad: UNCONTROLLED;)

Its taken me a while to train people on how easy it is to use?!?!
I also have all our docs in Excel with revisions stated and shown. The files are sorted and filtered for ease of use. I have a copy on our "Shared" drive for access by employees, but the master file is in my assigned, allocated drive, and that is my master list. These are backed up weekly and tapes stored in a bank vault downtown.
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#10
Personal I couldnt do without my excel spreadsheet, Master Documents List :notme:
All singing all dancing links to all docs SOPs WI's Forms etc.
Every area / department process has read access so everything is available at point of use
We use a similar spreadsheet approach. Pretty good for a backyard approach, and the links sure do make it more effective!!! :agree1:
 
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