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Hello all, I just stumbled across this forum and am hoping you all can help with a debate the production team and I have been having with our registrar concerning production job documentation requirements.
Currently, our process requires the following:
Here's where things begin to get interesting.
A typical production job produces anywhere from 1 to 1000 pieces. We have one "Assembly Work Instruction" and "Job Traveler" for each job, but one "Inspection Checklist" for each unit produced on that job.
Because "Issue Job Documentation" is defined as an operation on the job, the person issuing the documentation is required to sign every document certifying that he issued the documentation.
This isn't a huge problem for a production run of 1 unit, but signing 1000 pages is a huge burden on our already overtaxed production team. Often times, the time spent completing all of the documentation actually takes longer than the assembly of the finished item - causing our labor costs to essentially double just to fill out paperwork.
On top of all this, we have a very robust ERP that provides all of the documentation you could ever want related to what operator completed each operation. I went through the process change procedure to digitize everything a few months ago, but when the registrar came back for an audit they issued us a CAR, fined us, and threatened to pull our cert. I was told that digital quality records aren't acceptable because they must be signed in ink and "anyone could just guess your ERP username and password".
Any direction you can provide is GREATLY appreciated.
Thank you!
Currently, our process requires the following:
- All production jobs require at a minimum the following operations: "Issue Job Documentation", "Assembly", "Final Inspection".
- Each job requires the following documents to be printed by the team leader/shop manager: "Assembly Work Instructions", "Job Traveler", "Inspection Checklist".
Here's where things begin to get interesting.
A typical production job produces anywhere from 1 to 1000 pieces. We have one "Assembly Work Instruction" and "Job Traveler" for each job, but one "Inspection Checklist" for each unit produced on that job.
Because "Issue Job Documentation" is defined as an operation on the job, the person issuing the documentation is required to sign every document certifying that he issued the documentation.
This isn't a huge problem for a production run of 1 unit, but signing 1000 pages is a huge burden on our already overtaxed production team. Often times, the time spent completing all of the documentation actually takes longer than the assembly of the finished item - causing our labor costs to essentially double just to fill out paperwork.
On top of all this, we have a very robust ERP that provides all of the documentation you could ever want related to what operator completed each operation. I went through the process change procedure to digitize everything a few months ago, but when the registrar came back for an audit they issued us a CAR, fined us, and threatened to pull our cert. I was told that digital quality records aren't acceptable because they must be signed in ink and "anyone could just guess your ERP username and password".
Any direction you can provide is GREATLY appreciated.
Thank you!