Records - Are weekly purchasing reports, backlog reports, etc., Quality Records?

K

kcmomde

#1
At my last job we considered such reports as records. So, during the weekly production meetings the materials manager was supposed to bring the purchasing/backlog report, production manager brought the line status report, production control brought the shipping schedule etc. We specified that each of these reports were located with each of these managers as records. Now at my current place of employment they do not do this. Some of the reports they use are generated from our ERP/MRP system & others are not, but they use these reports to make decision that affect on-time delivery etc. so I'm thinking that they need to be considered as records. What's the conscensious on this topic?:confused:
 
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Miner

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#2
I have worked with 5 facilities registered to ISO 9001:2000. None of these maintained such reports as quality records. No auditor ever questioned it.
 
J

JaneB

#3
Some of the reports they use are generated from our ERP/MRP system & others are not, but they use these reports to make decision that affect on-time delivery etc. so I'm thinking that they need to be considered as records.
Well, yes they are records strictly speaking. But specifically, they sound like 'temporary working records' or even 'ephemeral records' (particularly those that are generated out of a system, & thus represent a snapshot in time.) And so IMO one treats them as such, including dumping once the temporary need is gone.

More important question I think is, is there a justifiable need to keep them or to treat them formally? If they are only temporary things, leading to completing a task for which the output/task or whatever is recorded, then I'd say probably no. If there might be a need to refer back to them for some important reason, then I'd say yes.

Perhaps analogy = drafts of a document/report. These are 'records' in the sense that they represent the record of thinking/reporting at a particular point. But their use is ephemeral - time-based. So once a particular version is signed off & released, the draft/s can almost always be deleted.
 
R

ralphsulser

#5
I have worked with 5 facilities registered to ISO 9001:2000. None of these maintained such reports as quality records. No auditor ever questioned it.
I agree with Miner. These documents do not relate to the quality or performance of the product. The info on these reports are a snapshot of that time. Probably the info on the reports get entered into computer tracking files and discarded.

We have passed 4 TS16949 audits and these type of documents were never addressed.
 
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