Master List of Documents-Is there another way?

Q

qualitytrec

#11
Wes,
If I have a file cabinet/box/binder/etc... that is tabbed for the particular document/record types do I need a list in your opinion? If so why?
Mark

By the way I currently have a master doc list but I do not like them. To me they are kind of like blowing my nose with sandpaper. It is just one more thing that I have to remember to do anytime something changes. MDLs from my experience need updating a lot.
 
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lindal

Involved In Discussions
#12
Markasmith said:
Wes,
If I have a file cabinet/box/binder/etc... that is tabbed for the particular document/record types do I need a list in your opinion? If so why?
Mark

By the way I currently have a master doc list but I do not like them. To me they are kind of like blowing my nose with sandpaper. It is just one more thing that I have to remember to do anytime something changes. MDLs from my experience need updating a lot.

I don't know of any requirement that states that you have to have a "Master Document List". Do what works best for you, I'd lose my mind if I had to dig through a filing cabinet everytime I wanted to know something about a document. What I was saying is that I use a database that contains all our documents to support and coordinate several quality system functions. I wasn't trying to make a "we all do it" argument; just tell you about my experience.
 
Q

qualitygoddess - 2010

#13
Kill the MAster List!

Markasmith said:
By the way I currently have a master doc list but I do not like them. It is just one more thing that I have to remember to do anytime something changes. MDLs from my experience need updating a lot.
Exactly my point with the network filing! I don't want to have to update some list. I want to update the document, put the changes on the rev history, and then save the file on the network. This works easily because I only have about 75 instructions, procedures and forms to deal with for the QMS.

FYI: with Engineering, we do have a cross-reference sheet so Engineering can quickly pull up the latest rev of a software, etc. Like the index that Wes talked about.
 
M

MikeL

#14
Computers are wonderful!

I seem to recall that ISO 9001:1994 required a master list but this was dropped with the 2000 version.

Having a well structured electronic directory has done away with the need for separate registers. You are looking for a form - go to the forms folder and print it out.

I don't keep revision histories except for the Quality Manual.

Why care if this form is issue K rev 3. All I want to know is if the form in my hand is the current one so I check the little date in the footer with the one in the forms directory.

Of course I am simplifying. Some documents like drawings need more control but to apply the same controls to everything is not necessary.

I also hardly ever cross reference. Seems like a good idea until you have to change 6 other documents when you change one.
 
T

Teresa1000

#15
QS9000 3rd: "A master list or equivalent document control procedure... shall be established..."

I believe master lists cause more problems and don't really prevent the use of obsolete documents. We currently log every document in an Access database and generate a list from that, but it's not very accurate. I intend to create another database that's more idiot proof.

MikeL said:
I

I also hardly ever cross reference. Seems like a good idea until you have to change 6 other documents when you change one.
DITTO!!
 

RoxaneB

Super Moderator
Super Moderator
#16
MikeL said:
I also hardly ever cross reference. Seems like a good idea until you have to change 6 other documents when you change one.
I'm confused (hey, it's been a long week! :) ). Why do you need to change 6 other documents (or another documents at all) when you change just one?

In the original document that is modified "WI-0123 How to Make Coffee - Revision 3", do you specifically reference "WI-0321 How to Effectively Stir Coffee - Revision 2"? Why not just reference "WI-0321 How to Effectively Stir Coffee" and leave it at that? I mean, that should link to only the latest and greatest revision of WI-0321, no matter what revision either document is at.

...or have I missed something here?... :eek:
 
S

S Roche Hendrix

#17
We started with a master list because we thought that it was required. It seemed to always cause problems. A document would be revised (which is what is really important) and the master list would not. We eliminated the use of a Master List.

We now have a distribution list on the cover sheet of the document with the "owner" department indicated as having the Master. In most cases, this is the only copy of the document available. When distribution is required (applies to mutiple departments) distribution is listed. Auditors will verify that the revision of the distributed documents match the Master.

This has worked very well for us. We do have a Table of Contents in front of the binders but do not show revision numbers on it.

S
 
T

TownDawg

#18
Ditto on the comments.. I absolutely refuse to create another way for the auditors to find something during my attempt to MAINTAIN things.

Any masterlist, if I ever used one, was generated automatically, either thru the database, or VBA scripts.

Do not. Do not make a masterlist that you have the potential to FORGET to update. If you can set it up so that it automatically updates when you update, then whatever.. If it makes your auditor get all warm and fuzzy, whatever.

But no. I have no 'master list' as such.
 
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