PPAP Document Submission and Retention requirements

B

basselope

#11
a quote from the AIAG publication ACTIONLINE:

1. Define your process to support
this particular customer
requirement—including your
filing system and records retention
requirements. Obviously, the
technical processes necessary
to deliver the 18 individual
requirements
need to be
addressed in your system.

As an aside, the Errata Sheet dated Jul 19th 2006 for PPAP 4th Ed. makes no mention of the Bulk Material Checklist in any form. I guess they're still studying the situation.:bonk:
 
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B

basselope

#12
Clarification at last!!

Here is the official word from AIAG:
quote

There are 18 items in the PPAP requirements. Not everyone uses the Bulk Material requirements. Where Bulk Material is used, then there are record retention requirements for bulk material information.

There are only 18 items, but the customer will specify if bulk materials records / compliance are required. For example, Ford requires it, but GM appears not to.

The 19 boxes on the truck PSW are an oversight, it should have been 18.

Regards,
Karen Whitmore

endquote


...and there was much rejoicing!
 
M

Mark Paul

#13
Back to the topic at hand.
What belongs in my PPAP hard copy file besides first, last copy of PPAP and signed warrants?
What do we do with the 'annuals' that are in the same drawer?
Do we archive in very long term storage.
 

Jim Wynne

Staff member
Admin
#14
Back to the topic at hand.
What belongs in my PPAP hard copy file besides first, last copy of PPAP and signed warrants?
What do we do with the 'annuals' that are in the same drawer?
  1. You don't have to have a "hard copy file." PPAP packages may be archived in digital format.
  2. You decide what's in the file, and the best method for organizing the archive. The important thing is that all of the related elements for the part (not just the PPAP) are readily accessible in a central location so that you don't have to go running all over the building when you (or a customer) needs information.
Do we archive in very long term storage
The question isn't clear; do you archive what in very long term storage? What is very long term storage?
 
B

basselope

#15
1- Also bear in mind any Customer Specific Requirements that you may have to abide by. Some CSRs spell out which documents are to be retained and for how long.

2- Wherever you decide that your primary repository for PPAP documents is you should keep all 18 (19 if bulk materials records are required) of the items listed page 18 of PPAP 4th edition, regardless of whether or not the customer requires those documents to be submitted to them.
 
M

Mark Paul

#16
OK Jim,

Being a fellow Badger, you know what a bubbler is. Very long term storage is like the N/C Gage cabinet that has unrepairable calipers in it from 1995.

Don't ask why, it just is.

If I send a PPAP for a new part and then send 16 annuals to a company's 16 plants every year for six years, the filing cabinets that I inherited 1 year ago are full, to say the least.

Do you just hang on to each signed PSW w/PPAP and one copy of the annual, which also has a signed PSW? (Common practice in our corner of automotive.)

Does the rest go in a bankers box next to the N/C cabinet, marked "PPAP's and annuals for Ford, GM, Honda etc., destroy after X years per Cust Specific Requirements"? We are now going the computer route but a lot of paperwork is generated still. I am just wondering about the best way to 5S the office and unclutter.

Thanks
 

Jim Wynne

Staff member
Admin
#17
OK Jim,
If I send a PPAP for a new part and then send 16 annuals to a company's 16 plants every year for six years, the filing cabinets that I inherited 1 year ago are full, to say the least.

Do you just hang on to each signed PSW w/PPAP and one copy of the annual, which also has a signed PSW? (Common practice in our corner of automotive.)
In the new and improved:biglaugh: 4th Edition PPAP manual, which I don't have in front of me (or behind me, for that matter) there is specific reference to what I think you're referring to. Look for retention requirements. Basically it says that when a new PPAP is submitted for an existing part, the parts of the PPAP that haven't changed should be carried forward to the new package. I've addressed the problem you're talking about by having a central file with all of the common elements, then referring to that file from the "master" file for each submission or PSW or whatever. There's no law that says you have to have a fully intact PPAP package in one place; you just need to be able to assemble the relevant documentation if you have to.

Does the rest go in a bankers box next to the N/C cabinet, marked "PPAP's and annuals for Ford, GM, Honda etc., destroy after X years per Cust Specific Requirements"?
No, I would put it over next to the bubbler.

We are now going the computer route but a lot of paperwork is generated still. I am just wondering about the best way to 5S the office and unclutter.
PPAP is nothing if not a great way to waste paper. You have to retain whatever your customer says you have to retain. You should have a regular review to see what you can throw out, buy a good document scanner and a copy of Adobe Acrobat, and forget about all of the paper.
 
Last edited:

Howard Atkins

Forum Administrator
Staff member
Admin
#18
PPAP is nothing if not a great way to waste paper. You have to retain whatever your customer says you have to retain. You should have a regular review to see what you can throw out, buy a good document scanner and a copy of Adobe Acrobat, and forget about all of the paper.

Thanks
And there is a hang up about saving a sheet of paper that states "Not Applicable"
 

Jim Wynne

Staff member
Admin
#19
And there is a hang up about saving a sheet of paper that states "Not Applicable"
Yes! We have our suppliers submit PPAPs in digital format, and it makes me crazy to see pages being used to separate the elements. I don't need a separate page to tell me that I'm looking at a PFMEA, or as you suggest, that the element isn't applicable.

The crowning example of this sort of waste came a few years ago when our suppliers were still submitting on paper, and for one rather extensive project that required some 20 or so separate PPAPs, there were something like 150 unnecessary pages and plastic sheet protectors. What a waste.
 

Jim Wynne

Staff member
Admin
#20
Now that I do have the 4th Edition manual in front of me, it says, in typically awkward language, this on page 21 (Section 6):
The organization shall ensure that the appropriate PPAP records from a superseded part PPAP file are included, or referenced in the new part PPAP file. (emphasis in the original)
 
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