Please comment on revision status of document on a per page basis

D

DsqrdDGD909

#21
Way too complicated. When we do very minor revisions (spelling corrections and minor formattig changes) we don't count those as revisions. Only when we change the substance of a document do we create a new revision.
 
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L

lianayada

#22
We allow page-level revision on certain types of documents with the following rules:
1. The Engineering Change Notice (Doc Change form) acts as a cover page and lists the rev level of each individual page of the document.
2. The effective date and rev level of the "overall" document is the most recent date and the highest rev. For example, if page 1 is Rev. A, but page 2 is Rev. B, the entire document is called Rev. B and this is reflected on the ECN.

This is simple to maintain from a word processing standpoint in Microsoft Word using Section Breaks to define different headers (showing the rev level) for each page as needed. (We don't use an electronic document management system.)

The reason we allow this is that many of our documents contain 1-page summary sheets which are posted on walls for reference to machine settings or acceptable process ranges. It is tedious to have to replace all of these sheets if they did not change, when other pages of the same document did.
 
J

JaneB

#23
Overly complicated methods cause confusion and lots of extra work. There's far more important - and productive!! things to do with one's time. I have seen 'document controllers' and 'quality co-ordinators' make such stuff into practically a full-time job (and I'm not exaggerating) and for very low value. I'm sure it's one contributing cause to 'quality' being a term of opprobrium.

Keep the method practical, readily comprehensible and simple - eg, just control whole versions. And use electronic /automated methods wherever possible, for the same reason.
 
Y

Yankeee

#24
I hope posting to a 3 week old thread isn't taboo... I'm new here and don't want to break the rules. :)

I am a consultant who has never "consulted" document control issues until the job I just started two months ago. These people are using page-by-page revisions, and it's incredibly complicated and out-of-control.

I have suggested going to whole-doc-revisions, and was asked to write a sort of "proposal", displaying that the effort wouldn't be labor intensive and require a large swing of resources.

So, my question to all of you is, have any of you been asked to do this, and if so, do you have any tips or suggestions for me?

The office is quite small... about 12 full-time employees, and no more than 100 procedures totalling probably no more than 1500 pages cumulatively. It's a relatively small library of documents, and I really don't see the huge problem, other than changing the mindsets of 12 people who have been here for 20 years!

Thanks in advance for any replies to my post. Your insights are appreciated!
 
J

JaneB

#25
I hope posting to a 3 week old thread isn't taboo...
Not at all! :lol: Some people post to threads that are years old (now that I think is a little strange, and wonder why not start a new thread, but then, that's just me!)

I have suggested going to whole-doc-revisions, and was asked to write a sort of "proposal", displaying that the effort wouldn't be labor intensive and require a large swing of resources.
Yikes! Really? I've been asked for consulting advice and given it, but never been asked to actually write a proposal for same. :nope:

If I had to (and I'm pleased I don't!) I'd be inclined to give 'em some data. You could do some guesstimated calculations to help present the case. eg, if it takes, say 30 minutes to update each page using the current method, but it would only take (say) 5 minutes per page using new method. Then assume 10% revisions in a 6-month period would = savings of x minutes time...

I really don't see the huge problem, other than changing the mindsets of 12 people who have been here for 20 years!
You're definitely not wrong there!
 
C

cutievampire - 2011

#26
it complicated and hard to maintain a lot of monitoring and control to be done..i never experience this and i dont have any intend to do like that.
for me, aything you change whether 1 page only or 2 pages its still part of changes and the document procedure shall revise. thats why we put in every document a revision history to know from which revision we have some changes..its either on page 1, 2 or 3 and so on.
make it general form..anything you change small or big changes..its still changes..and need to record on its revision history. :)
 
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