Read Only & Password Protected - Sufficient to Control Documents under 4.2.3?

S

Scozzie

#1
Hi, Under ISO 9001:2008 Control of Documents 4.2.3 - is it sufficient under the audit rules for documents used by employees on a daily basis to be READ ONLY & password protected, they dont have to be PDF'd to ensure complete control do they?
 
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Randy

Super Moderator
#2
Re: Control of Documents 4.2.3

Does it work for you?

Can you control it?

If the answer to both is YES, then pick up the ball and run.

If the answer is NO, then figure out why not, fix it and then pick up the ball and run.
 

Kales Veggie

People: The Vital Few
#3
Hi, Under ISO 9001:2008 Control of Documents 4.2.3 - is it sufficient under the audit rules for documents used by employees on a daily basis to be READ ONLY & password protected, they dont have to be PDF'd to ensure complete control do they?
Use the requirements of 4.2.3 and see if your system is compliant.

So, who knows the password? Does the password get passed around? What if you forget the password? What if only you have the password?

In my book: not an ideal situation, but if it works for you and your organization, go for it.

Audit it.
 

insect warfare

QA=Question Authority
Trusted Information Resource
#4
Hi, Under ISO 9001:2008 Control of Documents 4.2.3 - is it sufficient under the audit rules for documents used by employees on a daily basis to be READ ONLY & password protected, they dont have to be PDF'd to ensure complete control do they?
No, but you must have an appropriate amount of control applied to your system documentation. As an auditor, if you can reasonably come to the conclusion that these controls are effective, then you have done your due diligence. On the other hand, some controls can be overkill, and if there are potential benefits that can be realized from relaxing requirements, then your audit process should pick this up easily and allow the process owner the opportunity to apply a more appropriate amount of control.

Some people go too far in applying controls, and fail to realize that they need to move in the other direction to be more effective. At my company, all system documentation is in electronic form, but still must be maintained manually. Having a secure repository which allows anyone to safely edit any document within it (without modifying the original) means that I don't need to create PDF's or apply passwords, because at that point it would be inappropriate to implement a useless control.

Brian :rolleyes:
 

Pcool

Involved In Discussions
#5
Hi, Under ISO 9001:2008 Control of Documents 4.2.3 - is it sufficient under the audit rules for documents used by employees on a daily basis to be READ ONLY & password protected, they dont have to be PDF'd to ensure complete control do they?
It is kind of difficult to control documents without specialized software. Even with Read Only/Password-protected documents or PDFs, employees can still keep copies of obsoleted documents or alter them.

Having a procedure that defines how you control a document, and then training employees on that procedure is standard.
 
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