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Revision of a Form which is a Procedure Attachment

M

mitch_chel

#1
Good day!

I am a DCC in a construction firm.

1. When I create a procedure, I fill-up the Document Control Notice then route it for review and approval. I only fill-up Document Control Notice whenever I create or revise a procedure, but I don't fill-up DCN whenever I create or revise a form because forms are attachments to my procedure. My procedure has several forms attached to it, I called it attachments. All my procedure has identification number (Doc. No. DCC-001) and all my forms has identification number (Doc. No. DCC-QF-001) also. Now, I want to revise a form, how do I do it? What form do I need to fill-up to revise a certain form?

2. Is it okay to create a form called Master List of Documents and Forms? That is my master list for all my Procedure (Internal Documents), all my Forms and all External Documents. All in one form. Then I'm going to put a column for Doc. Ref. No., Document Title, Revision No., Effectivity Date as well as retention time (active and inactive records) and its disposal method of the records. And also, can I include the distribution and retrieval in this form?

3. What form do I use to list all the Inactive/Archival records in DCC Archive Room? I have Retention Label Sheet to put in a box but how to determine if a certain records is due for disposal?

4. How to I retrieve a certain form in a department in case there is revision of that form? What form do I use?

5. Do i need Master List of Obsolete Documents/ Forms?

6. How to use Records Retention Matrix and when to use it?

Many thanks.
 
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Marc

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#2
Q: Do you have a mature document control system, or are you defining a new one?

1. Your document control system should handle forms.

2. Yes.

3. You design such forms to suit your specific needs.

4. That depends upon how your document control system is designed. Is this electronic or paper? In the "old days" of paper systems, when a department had a paper document or form that was, for what ever reason, not centrally controlled, we required the department to have their own document control procedure which they would follow.

5. You design your document control system. If you don't require such a list, none is necessary.

6. We come back to this: Each company designs their own document control system(s). When you define a record (form), your should determine all requirements for that specific type of record. Some times regulatory requirements set record retention times for specific types of records. Other times legal aspects are part of defining how long a specif record is kept.

Do not over complicate your system. Example of a simple system: https://elsmar.com/pdf_files/Doc_Matrix.pdf
 
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