Record Legibility and Initials - Signing Records with sometimes Illegible Initials

E

elkinsn

#1
Hello everyone,

Does anyone have thoughts or recommendations on how to handle people signing records with their (sometimes illegible) initials? Especially when the 9001 standard specifically states that records must be "legible". They are ultimately identifiable (if you ask around to the people who regularly see them) but I'm not sure if that meets the standard. Thanks for any help!

Nathan
 
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Stijloor

Staff member
Super Moderator
#2
Re: Record Legibility and Using Initials

Hello everyone,

Does anyone have thoughts or recommendations on how to handle people signing records with their (sometimes illegible) initials? Especially when the 9001 standard specifically states that records must be "legible". They are ultimately identifiable (if you ask around to the people who regularly see them) but I'm not sure if that meets the standard. Thanks for any help!

Nathan
As long as the actual data/information in the records is legible you're fine.

My signature and initials are "illegible" and that has never been an issue because they're unique to me.

Stijloor.
 

SteelMaiden

Super Moderator
Super Moderator
#3
Re: Record Legibility and Using Initials

I agree with Jan. At my last division I was known to be the interpreter, because I was the only one who recognized everyone's initialing. :lmao: As long as you can read the data, you're good to go.
 

Randy

Super Moderator
#4
Re: Record Legibility and Using Initials

Send 'em back and tell them to sign them correctly or have their salary with held until they do.
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#5
Re: Record Legibility and Using Initials

Send 'em back and tell them to sign them correctly or have their salary with held until they do.
Good thing the bank doesn't do that with checks...and pharmacies with prescriptions! :tg:
 
M

MIREGMGR

#6
Re: Record Legibility and Using Initials

Maintain a public directory of acceptable signatures/marks.

This is a Quality document, but as it is in effect a record for each employee, we have HR maintain it in parallel with their other Quality records of who's had what training and has what expertise; and who has what authority.

Clarify in a work procedure and in training that short forms are acceptable as long as they're already in the directory, and they're consistent, and no two marks or signatures are confusible with each other, and each person has only one short form.
 

harry

Super Moderator
#7
Re: Record Legibility and Using Initials

Maintain a public directory of acceptable signatures/marks. ....................................
Good advice. I too keep and encourage people to keep a register of signatures/initials. It is not a requirement but I learned of its value when we were having some contractual disputes years back.
 
V

Vic de Beer

#8
Re: Record Legibility and Using Initials

Do you have a signature log? May be a good idea to have one (this is not a requirement, but can be usefull);). It would be a good idea to have a means of tracking a scribble back to the originator (traceability), should there be an issue. :mg:
 

batman1056

Involved In Discussions
#9
Re: Record Legibility and Initials - Signing Records with sometimes Illegible Initial

In theory you will have a master list of authorised signatories, people in your organisation who can sign off an item. Peoples initials are unique, just ensure you know who signed it off and that they were authorised to do so.
 

Tom W

Living the Dream...
#10
Re: Record Legibility and Initials - Signing Records with sometimes Illegible Initial

I agree with many of the comments about having a record of signatures and initials. In dealing with NADCAP it has been very highly and strongly suggested that we do the same thing to ensure proper authorizations or obtained and provided on official records for the Aerospace. While not really required it is one of those implied requirements just to make things easier.
 
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