Minor Document Change Control - Minor text changes to work procedures

2

205gti

#1
Hello,

First time caller.

Does anyone have any tips on how to implement a user friendly system on making minor text changes to work procedures?

An example would be on, say a 10-15 page procedure where I just want to make a small update like changing a tolerance spec from +/-1mm to +/-2mm.

How can I avoid having to print out and laminating 10-15 pages again for just a very minor change (that may change frequently) and ensure that I still maintain issue control?

Thanks
 
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Stijloor

Staff member
Super Moderator
#2
Welcome to The Cove Forums!! :bigwave: :bigwave:

If you insist on hard-copy work instructions; consider not laminating, and put them in a simple binder. If the WI's are used in a dirty/oily environment, you can purchase sheet protectors and put the pages in those. Keep it simple.

Stijloor.
 

Wes Bucey

Quite Involved in Discussions
#3
Stijloor has a workable idea. Things always depend on the number of copies outstanding and where they are.

In my opinion, there are no "minor" changes if they affect a dimension or function which can result in a non-conformance if not followed. Minor changes consist of spelling errors or grammar errors which have no effect on the work procedure and thus can be delayed until the next official version of the document.

The situation is that you must assure you have retrieved and amended or replaced each of the outstanding copies. It is rarely a good idea to merely issue replacement pages and hope the end users will do the delete/destroy/replace routine 100% on their own. If you do allow users to do the delete/replace procedure, then retrieve the removed pages and reconcile the count to assure all have been done.

Some tricks we used to use back in the "hard copy only" era

  1. Arrange documents so potentially replaceable pages or sections are at beginning or end - makes removal of obsolete pages and insertion of new ones a little more efficient.
  2. Number each outstanding copy and keep a grid to know location and whether the copy has been updated.
  3. Ensure the Engineering Change [document change?] process has been followed with all necessary approvals - no shortcuts here!
  4. Followup to evaluate whether the changes are actually deployed - often retraining and competency tests may be necessary because end users depend on memory, rather than referral to the document!
  5. Put a seal on ring binders to ensure stray material is not added, nor existing material removed.
  6. Laminated pages ALSO limit added notes (unapproved) by end users - encourage an open system where end users can bring ideas for efficiency or shortcuts to the approval system instead of "going rogue" by making their own variation of the document with their notes. If notes are needed for "clarification," that's a strong clue the document may need formal change, not individual "clarification."
 
B

Bogie

#4
Stijloor has a workable idea. Things always depend on the number of copies outstanding and where they are.

In my opinion, there are no "minor" changes if they affect a dimension or function which can result in a non-conformance if not followed. Minor changes consist of spelling errors or grammar errors which have no effect on the work procedure and thus can be delayed until the next official version of the document.
+1; a tolerance change is not a minor change (IMO).

If your changing dimensions and/or tolerances, it seems to me those are things that belong on a drawing, which would then only mean replacing 1 (or few) pages.
 
A

arios

#5
+1; a tolerance change is not a minor change (IMO).

If your changing dimensions and/or tolerances, it seems to me those are things that belong on a drawing, which would then only mean replacing 1 (or few) pages.
Agree it is not a minor change......unless the tolerance change is an evident typo correction which can be demonstrated given the case.
 

Jim Wynne

Staff member
Admin
#7
Hello,

First time caller.

Does anyone have any tips on how to implement a user friendly system on making minor text changes to work procedures?

An example would be on, say a 10-15 page procedure where I just want to make a small update like changing a tolerance spec from +/-1mm to +/-2mm.

How can I avoid having to print out and laminating 10-15 pages again for just a very minor change (that may change frequently) and ensure that I still maintain issue control?

Thanks
If you have stuff that changes frequently, it shouldn't be in a 15-page document along with a lot of other stuff that doesn't change frequently. Consider making a separate sheet with the likely-to-change information, and refer to it from the "parent" document.
 

harry

Super Moderator
#8
......................I just want to make a small update like changing a tolerance spec from +/-1mm to +/-2mm. ..................
Welcome to the Cove.

These kind of details generally changes between different product ranges and customers and I would suggest that you take care of it in your 'quality plan'. You can then have a less restrictive procedure which doesn't need frequent changes and round it up with a work instruction to take care of the details (the how's) if required.
 

somashekar

Staff member
Super Moderator
#10
Thanks to all of you who have provided help. Most appreciated
Going with what Harry said, your long procedure can reference to data sheets where appropriate, and these data sheets are a seperate control document. Find out what works well for you. Any change in tolerance however small in terms of space used in the procedure is not minor, to the document control status. If it is a spelling or an other gramatical error, that is minor text change.
 
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