Need advise on formats to use when writing procedures

CarolX

Super Moderator
Super Moderator
#11
Hawk,

Some great advice here. I gotta agree with Randy....use what works for you.

My experience has been to keep it as simple as the process will allow.

Have fun!!!!

CarolX
 
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B

Bill Pflanz

#12
Valeri said:
It's not the Lotus Notes template that has the "uncontrolled" caveat on the bottom. Although we have Thin Clients on the manufacturing floor and employees normally do not print documents, we allow printing if required. The employees know the printed material is to be trashed at the end of the day. Let's say someone forgot - it only becomes a problem if the copy found does not match the current database revision.

IMHO, I do not see a reason to use a stamp with an expiration date - we are required to ensure current revisions are used and to prevent the use of obsolete documents. If a stamped copy is used, it should be entered on a distribution list & replaced at point of use when/if revised.
My intent was not to challenge the use of printed copies, only to note the importance of the message that is automatically printed at the end of the procedure from your Lotus Notes system. Since the printed copy includes the message at the bottom and is dated and your employees know that the procedure is only good for that day, then I agree a stamp with an expiration date is not needed.

Discouraging printing removes the problem of someone forgetting and continuing to use the printed copy. Someone new to document control may not have thought about adding the note or realize its significance. It sounds like you have done a good job of ensuring controlled procedures are available at the work place when needed and used appropriately.

Bill
 
G

Greg B

#13
Hi All,

This topic has been around in many threads and as usual I have caved in to reason and logic and added my two cents worth.

IMHO
'USE WHATEVER YOU WANT' is my motto for documents but rest assured I do have a template for those poor unfortunates in my organisation that cannot think of a medium they like. Attached is my BASIC model, it contains none of the fanfair of many of the regurgitated templates that nearly everyone uses. We have Scope, References and Process/s. That's all we need and all that the workers said they wanted. They did not want to wade thru all of the other 'JUNK', as they put it, before discovering what they were supposed to do. We had a big clean out last year and dumped all of the unncessary QA invoked stuff such as:
Definitions,
Approval Date,
Last reviewed date,
Authorised by,
Created date or ,
Created By,
Document History,
Approval History,
Relationship to any clauses in the Standard.
Much of this is contained in the document database and therfore does not need to be duplicated.

Our documents have a Title, Document Number (related to area eg: Supply-12) Revision Number and Page Numbers.

We do not put anything about controlled or uncontrolled on our documents as this is known to all and if they are found using uncontrolled documents after one day they also know that they will face a NC.

Our staff use Videos, Flowcharts, Web Pages, CAD Drawings, Process Maps, Excel Spreadsheets etc to make Work Instructions and forms. I simply ensure that they are controlled by the Quality Department (thru our standard Document Control Procedure). i.e registerd with a number, release date and how many pages etc. It works for us and makes my life a lot easier when it comes to document changes. People suggest changes to a 'document' thru their chain of command and after approval they are sent to QA for publishing. They are placed on the intranet and audited along with all of the other documents periodically.

Greg B
 

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H

hawkeye

#15
Thanks for sharing all of your advice everyone. I think I have a pretty good idea of what I want to use as a format. I'm going to keep it simple. I need to pitch the concept of a quality procedures manual to the "POWERS THAT BE" on Mon. afternoon. It's really important for me to have a format that I can show them I will be using. You all have helped clear the muddy waters for me. Thanks again!
 
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