Preferred Location for Revision History Section in Documents

Preferred Location for Revision History Section in Documents


  • Total voters
    32
  • Poll closed .

Sam Lazzara

Trusted Information Resource
#11
Thank you, everyone, for your comments so far, and taking the poll.

As of this moment (2017-08-02) we have a tie - 11 for including the Rev History directly in the document, and 11 against including the Rev History directly in the document. This is a kind of "document control excitement" I think, if that is possible.

Lots of non-voters, however (over 300 views and only 22 have taken the poll).
 
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Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#12
Of the 300, many will be from "repeats" as the thread progresses, and, of course, some people simply don't vote. It's one of those "indicators" which are relative in that multiple views over time by a person each count as +1 each time it is viewed.
 

howste

Thaumaturge
Super Moderator
#14
A document is a tool. The question is, who uses this tool?
This is exactly my first thought. I want users to find the information they need as quickly as possible so they can get their jobs done. A date in the header can tell them how fresh the content is. If the history is in the document, I believe it belongs in the back.

I have audited companies where the complete revision history was on the first, second, and sometimes third pages. It was extremely annoying to me to have to turn pages every time I looked at any document in their system.
 

pbojsen

Involved In Discussions
#15
I've done doc control and change management for a lot of years in a few industries. My preference is at the end of the document. People are trained to every revision, so the latest document is the one available, and they don't need to see all the reasons why a document was changed right at the start. They don't need to check the rev because it's also in the header of the document.

I've been at companies with pages of revisions at the beginning, and I always find it irritating when the main body of the procedure is what I'm after.
 

Wesley Richardson

Wes R
Trusted Information Resource
#16
Some quality systems require documents to contain revision history. While many systems have moved to electronic versions, often the people using the documents print copies for easier reading, or where they may not have access to a computer.

Some revision histories included in the document, are very brief, e.g. date and revision number. Some go to more detail and include a brief list of the sections or paragraph numbers that were updated. This second method has the advantage of being used for training, and for the end user, to know which changes were affected. Sometimes changes are not obvious, and this helps the user identify those changes.

A disadvantage of listing all of the prior revisions within a document occurs when there have been multiple revision, perhaps 20 or more, to the document. I have also seen where only the changes from the prior revision are listed.

The other consideration is whether the changes are minor such as correcting spelling, or significant such as changing specification values, sequence of operations, or equipment which is used in the document.

The determining factors are: 1) which standards does your quality system comply with, and 2) are there customer requirements which you must meet. If neither of these create requirements, then it become your own preference for how you document changes.
 

pbojsen

Involved In Discussions
#17
We have always wanted a brief description of the change instead of entire paragraphs. The changes are all listed in the change order, so the change order number is also in the revision history.

That type of revision history has proven very helpful in investigating design changes and their cumulative effects, especially when something that used to perform well no longer does.
 
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