Preventing Photocopies of a Controlled Document

S

sam_ck

#1
Hi there,
I am from Document control dept as a document controller. Recently i found that some one in my company has duplicate a copy of a controlled document without request the doucment throughout the document control dept. what would be happen and what should I do ?
 
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Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#2
Do you know if they actually photocopied the document, or just printed a copy?
 
S

sam_ck

#3
They never let me know they need the copy and they just get the photocopied themselves. By right the control document shouldn't be printed without DOC. con.
 

Ajit Basrur

Staff member
Admin
#4
They never let me know they need the copy and they just get the photocopied themselves. By right the control document shouldn't be printed without DOC. con.
You have to analyze what prompted those guys to photocopy the controlled document.

I would recommend you to review the distribution list again with all concerned personnel and issue the controlled copies.

All personnel must be highlighted the importance of using "controlled" copies and steps to be undertaken in case they want additional copies.
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#5
So this is a paper system, correct? Printing out an electronic document is different than photocopying a paper document.

Either way - Essentially your document control system procedure should define how people get controlled documents. If it does not, you should redesign the system because it isn't compliant with basic document control requirements.

If people are not following the procedure/system and it was me, and I was given a bunch of "stories" about why the procedure wasn't followed, I would get them/the area/the department on the Internal Audit schedule and let them get written up so there is formal documentation. There is simply no excuse for not following a procedure.

ADD: See Ajit's post above. It distills what I was trying to say.
 
Last edited:
S

sam_ck

#6
Yes, Our doc con procedure is stated all control document must be stamp control chop and distributed. A record of distribution list is available. They all know.

what would be the proper solution to handle the printed copy of control document.
1. Ask them to return the copy and chop control stamp?
2. if the copy have passed to customer or vendor?
 

Wes Bucey

Quite Involved in Discussions
#7
Yes, Our doc con procedure is stated all control document must be stamp control chop and distributed. A record of distribution list is available. They all know.

what would be the proper solution to handle the printed copy of control document.
1. Ask them to return the copy and chop control stamp?
2. if the copy have passed to customer or vendor?
I see by the term "chop" we are dealing with an Asian culture ("chop" being equivalent to a signature stamp for an individual or a department.)

The primary thing is to remain calm.

  1. Ask the individual politely how he came by the copy - did he make the copy or did someone give it to him? If so, who?
  2. How has the individual been using the copy? - does he do work on a product to which the copy refers?
  3. What, exactly, is the nature of the document? Is it top secret? Does it refer to a process or is it something like a detailed drawing used for inspecting the part? Perhaps it's something like a price list?

Once you know who and why the copy was made and how it was used, you can determine whether your system is lax or whether a trusted individual intentionally found a way around the system. THEN you and the bosses can decide whether to change the system or the trust level of the individual!

Note:
If the system to get a copy for an employee to do his regular work is too stringent or complicated, the worker will try to find a way to make his work more efficient. This mentality goes for documents, tools, work gloves, etc. The worker doesn't intend to humiliate anyone or steal; he just wants to make his own work life easier. If this is the case, there should be a frank dialog with workers to make work more efficient without introducing a possibility of using an obsolete document and thus creating nonconforming work.

If these documents contained trade secrets which could have been leaked to outsiders, you have a different problem.
 
Last edited:

harry

Super Moderator
#8
In a 'traditional' hard copy system, part of the reason why you also control the distribution is to overcome the problem you are facing now. I would check the illegally copied document to determine from which of the controlled copies did it originate from and then go after the person who holds that controlled copy. In other words, control should be centered around the few and known holders of the 'controlled' document.

Appears like a system problem to me.
 
Last edited:

qusys

Trusted Information Resource
#9
Yes, Our doc con procedure is stated all control document must be stamp control chop and distributed. A record of distribution list is available. They all know.

what would be the proper solution to handle the printed copy of control document.
1. Ask them to return the copy and chop control stamp?
2. if the copy have passed to customer or vendor?
My advice is to use " sunset clause" for each paper document you use in the organization if copied or photocopied. They could be valid only for the day in course and each of them should have a stamp on it.
 
S

sam_ck

#10
I see by the term "chop" we are dealing with an Asian culture ("chop" being equivalent to a signature stamp for an individual or a department.)

The primary thing is to remain calm.

  1. Ask the individual politely how he came by the copy - did he make the copy or did someone give it to him? If so, who?
  2. How has he individual been using the copy? - does he do work on a product to which the copy refers?
  3. What, exactly, is the nature of the document? Is it top secret? Does it refer to a process or is it something like a detailed drawing used for inspecting the part? Perhaps it's something like a price list?

Once you know who and why the copy was made and how it was used, you can determine whether your system is lax or whether a trusted individual intentionally found a way around the system. THEN you and the bosses can decide whether to change the system or the trust level of the individual!

Note:
If the system to get a copy for an employee to do his regular work is too stringent or complicated, the worker will try to find a way to make his work more efficient. This mentality goes for documents, tools, work gloves, etc. The worker doesn't intend to humiliate anyone or steal; he just wants to make his own work life easier. If this is the case, there should be a frank dialog with workers to make work more efficient without introducing a possibility of using an obsolete document and thus creating nonconforming work.

If these documents contained trade secrets which could have been leaked to outsiders, you have a different problem.
Thanks , Wes.
Yes, those controlled copy is a control plan & process flow. I have ask the people who get those copy. He make the photocopy by using the existing controlled copy which had stamped chop on it. For sure , his photocopy cannot be used in the production and would issued NCR by auditor if found that copied.
 
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