Need to reference forms and ensuing records?

[Ingeniero1]

Within our procedures, I included a section for document references. There, we list the forms and any other procedures (document number and title) that are relevant and are mentioned within the procedure.

When a referenced form is filled out, it becoms a record. (Albeit not all records necessarily start out as ‘blank’ forms.)

Now then, is it necessary to also reference, within the procedure, the records that result from the referenced forms when these are filled out?

Thanks!

Alex

Additional information:

1) Our Master Record List includes the following fields or columns:
- Index No.
- Reference (whether it is a completed form or other type of record)
- Title
- Retention time
- Controlled by (department of function)
- Archival location ( – where: PC drive, file cabinet, drawer, etc.)
- The procedure(s) where the record is mentioned (such as: records are kept…)

2) Our Master Document List includes the following fields or columns:
- Index No.
- Document No.
- The procedure(s), if any, where the document is referenced
- Title
- Author (person)
- Responsible or used by (department of function)
- Revision No.
- Revision Date
- Topic or Description (very short)
- Archival location for original or master (.doc or .xls format)
- Archival location for public access in .pdf format

 

[RoxaneB]

Good question! Necessary? I don't believe it is.

However, my organization does do this. Within each document (excluding Forms) is a section called Documents Generated. It lists the document title, responsibility (basically, everyone who has an involvement in the generation of the document/record) and department (every department who has an involved in the generation of the document/record).

 

[Claes Gefvenberg]

Now then, is it necessary to also reference, within the procedure, the records that result from the referenced forms when these are filled out?

I believe the information in the thread Forms have no linkage to procedures or instructions - How to address? could be of use here?

/Claes

 

[mshell]

Our blank forms are listed in the individual procedure and the document overview. They are controlled by our Control of Documents procedure (not all become records). If they become records that are retained for any reason, they are identified in and controlled as defined in our Control of Records procedure.

 

[The Taz!]

Hey Ingeniero1,

Just a casual suggestion. . . instead of listing the retention period on each document, reference your Control of Quality Records procedure. You may have changes over time in retention times, by referenceing the procedure, if a change does occur, you will only have one document to change. Granted the changes will have to be broadcast so that synergy of operation is maintained, but you will only have to discuss the procedure (or referenced Record Retention List).

Maybe you do this. . . and I may have missed something here

 

[Ingeniero1]

Given the above...

I believe I will keep it simple and just reference the form(s) that when filled out may be retained and become record(s). These records then will be controlled per our Records Control Procedure, which includes listing of these records in the Master Records list with all appropriate attributes. BTW, our Records Control Procedure states that records will be kept according to the retention time specified by the List.

Thanks!

ALex

 

[MelindaN]

Record Tracking via Database

I have a Form and document database. My control of quality records procedure references the database for document retention times. I also have Hyperlinks setup from the Procedure or work instruction where the form is referenced that will open up the form when excecuted. I think it is basically understood that all forms ultimatly become quality records. I also treat and reference all of my databases as quality records.

Hope this helps,
MNoah