Question of Approving Documents

R

Richard W

#1
Hi All.

I have recently inherited a system and need to make it as lean as possible (for my own sanity - as the current system does seem to have a lot of NVA)

1) For documents control - I am assuming I can approve my own documents? It makes sense to me as I have just created Internal Audit / management review and Doc control and have the authority to approve these. So I have both create and approved these.

2) For approval of other documents - by department heads, I have no intention of getting thee signed as feel this does not add any value. They will be approved by senior managers and only available for use if they are approved. The only reference to who approved it will be on the document control register, not on the document itself - does this should logical to you?

and finally (probably more debate here!)

3) Do I have to keep a list of amends to the documents?

The clause states - to ensure changes and current version status are identified- but do I really need to keep a list of which documents have changed and what actually changed? This does not seem like a value add to me, unless I am missing something
 
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somashekar

Staff member
Admin
#2
Re: Approving Documents

Hi All.

I have recently inherited a system and need to make it as lean as possible (for my own sanity - as the current system does seem to have a lot of NVA)

1) For documents control - I am assuming I can approve my own documents? It makes sense to me as I have just created Internal Audit / management review and Doc control and have the authority to approve these. So I have both create and approved these.

2) For approval of other documents - by department heads, I have no intention of getting thee signed as feel this does not add any value. They will be approved by senior managers and only available for use if they are approved. The only reference to who approved it will be on the document control register, not on the document itself - does this should logical to you?

and finally (probably more debate here!)

3) Do I have to keep a list of amends to the documents?

The clause states - to ensure changes and current version status are identified- but do I really need to keep a list of which documents have changed and what actually changed? This does not seem like a value add to me, unless I am missing something
Hello Richard.
Your simple thinking is good, but please do not take all documents approval so straight.
I classify them into two types.
Functional documents: belong to the function process like purchase, production, maintenance, design etc. The process owner can certainly approve them. A consultation with other processes that are associated is still worth and necessary though.
Structural documents: belongs to the wider process interactions, and binds the QMS, like document control itself, records control, identification and traceability, corrective actions etc. Consider approval of such documents by the MR or someone at the top who understands QMS, and can take the approval of all interacting processes.
About your 3) you need not keep any list, and change summary at all. Thinking further, if you feel you needed to know what was changed exactly and why, you better make your system that captures them. Its a matter of your own risk assessment.
 
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