Master List of records - for multiple projects/departments in a software industry

[MadGenius]

Hi all, I am new here.

Background info: I am working in a software house. we have departments like Management, development, QA, networking and others (Admin, accounts, HR etc).
We have 1- project based records (generated from templates for Software development life cycle; Minutes of meetings, Issue forms, requirement change forms etc). 2-Non project based records like ( CPAs, Minutes of Meetings (here as well), document change request, and other management and HR etc records)

Project based records are computer maintained and are involved records generated from documents (templates/forms) created for more than 1 department (like Development, QA, Management, and may be HR as well)
we are using visual source safe for maintaining these records.
However departments like HR, accounts departments keep paper base records as well..

Question is How to design a master list of records in this case.. is it fine if we use different master lists for each project? and different for each department( for non-project based)? if so do we need to maintain a Main Master list having reference to all of these master lists?
(plz note we cannot disclose all document of one project or department to other project team or department.)

Also if we are using CPA log forms, Issue log form -- should they be mentioned in master list of Documents or Master list of records?

Regards,

 

[fuzzy]

Document Pyramid??

I think that you could create a system with a Master-Master Document List that would the list the series of department / project level master lists. These sub-Master Lists could then have an accurate, detailed, account of the actual documents under control, that in theory would shield them from unathorized eyes. Nothing, IMO, in the 9001 standard would prevent this approach. You don't mention if this is an ISO 9001 question, so I assume it is.

I do not understand your last question (CPA log forms?) so I can't respond to that item. Other opinions from the Cove?

 

[MadGenius]

Yes ISO and Record Keeping

Thank you Fuzzy for answering my question.

you are right my question is related to ISO. So is it necessary that we maintain that Master-Master list of Records. I mean if we show that each department/ Project team have maintained their master list of records is not it enough for auditers?

regarding my second question CPA log means List of Corrective and Preventive action request raised in our company and similarly we have other such list for Document Change requests, Requirement Change Requests..Some of these are company wide and some project based. So should we add these lists in our Master lists of records? Or just entry in Master list of documents would be fine?

 

[Claes Gefvenberg]

Hello MG, and welcome to the Cove

I mean if we show that each department/ Project team have maintained their master list of records is not it enough for auditers?

It should be. the std requires you to define the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records. That means you're free to find your own way of doing it.

regarding my second question CPA log means List of Corrective and Preventive action request raised in our company and similarly we have other such list for Document Change requests, Requirement Change Requests..Some of these are company wide and some project based. So should we add these lists in our Master lists of records? Or just entry in Master list of documents would be fine?

I think the following links may be useful:

Identification of Quality Records (9K:2K - 4.2.4) - How?
Identifying Quality Documents and Records from Non-Quality
Definition: Quality Record
Record Retention
Quality Records - Retention and Required Controls

We have solved this by means of a simple Access application listing records by :

• Document Title
• Location
• Media
• Owner
• Retention time

/Claes

 

[fuzzy]

Yes, but...

Hello MG, and welcome to the Cove It should be. the std requires you to define the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records. That means you're free to find your own way of doing it.

I agree with Claes in that the standard will allow for just the individual department / project master lists without a Master-master list. But I recall a thread somewhere here about a similar de-centralized doc control system that had serious problems with duplicate numbering of documents and other pitfalls. So be aware MadGenius of the blindspots...

 

[Claes Gefvenberg]

I recall a thread somewhere here about a similar de-centralized doc control system that had serious problems with duplicate numbering of documents and other pitfalls. So be aware MadGenius of the blindspots...

Absolutley right, and point well taken. That's the "controls needed" part. You have to make it work too...

/Claes