Stamping Documents as "Controlled Copy" - Clause 4.2.3 Document Control Stamp

B

Batul

#1
Dear All,

Can I request for a clarification and need of stamping the documents as "controlled copy".. Ensuring the latest version is distributed and the distribution records are maintained, is that not enough?

:thanks:,
Batul
 
Elsmar Forum Sponsor

somashekar

Staff member
Super Moderator
#2
Re: 4.2.3 Document Control Stamp

Dear All,

Can I request for a clarification and need of stamping the documents as "controlled copy".. Ensuring the latest version is distributed and the distribution records are maintained, is that not enough?

:thanks:,
Batul
It is enough if it is working well for you and you have detailed this in your documented procedure for Control of documents. I am sure you will also have a stamped 'Master copy' maintained of the controlled copies that are distributed.
One good way to record controlled copy distribution is on the reverse side of the Master copy. This helps in tracing and getting back all the controlled copies so that 'CONTROL" is maintained on issue and use of current version, when a change is made.
 
L

lennon121

#3
I agree with Somashekar, do what works. We use a controlled copy stamp because this gives us more control. This also helps if you are distributing 3 or 4 copies to the same department.
 
#4
Dear All,

Can I request for a clarification and need of stamping the documents as "controlled copy".. Ensuring the latest version is distributed and the distribution records are maintained, is that not enough?

:thanks:,
Batul
Batul, you are correct - it's not necessary to stamp documents, if (only IF) you have effective distribution of document versions. We are surrounded by documents which have to be 'the latest issue', but you rarely see 'controlled document' stamped on them - bank notes (currency) for example!

To some, stamping documents was only done to 'fool' external auditors into thinking documentation is controlled...:mg::notme:
 
B

Batul

#5
Thanks all, :agree1: I too believe, stamping can be a smoke screen.... rather assure document issue, version control and distribution through master records of documents.
 
J

John Martinez

#6
Thanks all, :agree1: I too believe, stamping can be a smoke screen.... rather assure document issue, version control and distribution through master records of documents.
Ok, so does stamping them "controlled" make them controlled? No. I've seen my share of "controlled" stamped documents that were the wrong revision.
 

Stijloor

Staff member
Super Moderator
#7
Ok, so does stamping them "controlled" make them controlled? No. I've seen my share of "controlled" stamped documents that were the wrong revision.
Stamps, no stamps, green stamps, red stamps, colored paper, electronic, digital, footings, headers, :frust: whatever; without proper controls, and associated discipline, any document management system becomes a big mess.

Stijloor.
 
J

John Martinez

#8
Stamps, no stamps, green stamps, red stamps, colored paper, electronic, digital, footings, headers, :frust: whatever; without proper controls, and associated discipline, any document management system becomes a big mess.

Stijloor.
I agree. The purpose of document control is " are we doing what is required all the same from the latest, and are we collecting the correct and required information on our forms?"

How that takes is up to the organizatio, provided; however, it meets the minimum requirements of ISO 9001 (or the standard we are discussing). I was only stating that stamped contolled in and of itself is meaningless, usleless, and I've personally seen stamped "controlled" which were....er....uncontrolled if you consider that outdated documents (previous revisions being used when there was a valid revision and change) are uncontrolled.
 
Last edited by a moderator:

somashekar

Staff member
Super Moderator
#9
I agree. The purpose of document control is " are we doing what is required all the same from the latest, and are we collecting the correct and required information on our forms?"

How that takes is up to the organizatio, provided; however, it meets the minimum requirements of ISO 9001 (or the standard we are discussing). I was only stating that stamped contolled in and of itself is meaningless, usleless, and I've personally seen stamped "controlled" which were....er....uncontrolled if you consider that outdated documents (previous revisions being used when there was a valid revision and change) are uncontrolled.
It is just not about the stamping "controlled" which will then automatically control itself. If an obsolete document is still surfacing then perhaps it is about the failure of proper mapping of the 4.2.3 d) and g) of the ISO 9001. In such a system where all is manual, this stamping is only an aid to identify and then the rest of the real "control of documents" still is manual (by people, who can see and yet fail to ensure relevant versions are available at point of use and prevent unintended use of obsolete document)
 
U

Umang Vidyarthi

#10
Friends,

Here is a healthy discussion going on, where experts have opined for and against the usage of stamps on the documents. Let us have a look at what the book says:

4.2.3 Control of documents: Documents required by the quality management system shall be controlled.......

A documented procedure shall be established to define the controls needed

a) to approve documents for adequacy prior to issue.

b) to review and update as necessary and reapprove documents.

c) to ensure that changes and the current revision status of documents are identified.

d) to ensure that relavent versions of applicable documents are available at point of use.

e) to ensure that documents remain legible and readily identifiable.

f) to ensure that documents of external origin determined by the organization to be necessary for the planning and operation of the QMS are identified and their distribution controlled, and

g) to prevent the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose.
The words 'Identified', 'Readily identifiable' & 'Apply suitable identification' are used to stress upon the on-spot-identification.

2. Even with the best document control system (without stamp), an uncontrolled document may find its way to an unsuspecting user, who will accept it as a controlled document.

3. I am not advocating the use of stamps or any other similar identification system, everyone has to decide what is best for his procedure. But IMO the usage of stamps etcetra, provide one efficient lock to the document control system, with the added advantage of 'visible control' on the document itself. In the day to day work one can not expect the user to verify every doc from the records (Auditors will, but the system has to be user friendly).

Umang :2cents:
 
Thread starter Similar threads Forum Replies Date
G Stamping Documents that are not being controlled with "For Reference Only" Document Control Systems, Procedures, Forms and Templates 66
J SPC - Stamping parts - Small batch size Statistical Analysis Tools, Techniques and SPC 6
J Raw material certificates - CC - Safety products - Sheet metal stamping IATF 16949 - Automotive Quality Systems Standard 1
J Internal PPM's in a medium sized metal stamping plant Quality Manager and Management Related Issues 6
G Metal Stamping Process Audit Questions Manufacturing and Related Processes 8
T Technical automotive metal stamping cliffnotes needed! Training - Internal, External, Online and Distance Learning 4
V Process FMEA for Stamping Process FMEA and Control Plans 5
M Checking Fixture for Stamping Parts Manufacturing and Related Processes 2
P SPC Short Run Advice of a Stamping Process Statistical Analysis Tools, Techniques and SPC 3
M Supplier Nonconformances - Key Points to ask a Metal Stamping Supplier Supplier Quality Assurance and other Supplier Issues 7
Z Stamping Press Die Specification Manufacturing and Related Processes 2
H Determining Takt Time in Metal Stamping Lean in Manufacturing and Service Industries 9
S Cell Rubber Stamping PPM for Scrap Analysis Quality Tools, Improvement and Analysis 1
V Standard for Metal Stamping Deburring Process APQP and PPAP 5
C How to Reduce Inspection Frequency in Metal Stamping Company Quality Manager and Management Related Issues 4
A Looking for a Stamping Process Check List Misc. Quality Assurance and Business Systems Related Topics 3
T Metal Stamping Defect--Need Help with Corrective Action Manufacturing and Related Processes 5
Stijloor Date Stamping Wires and Wire Harnesses Manufacturing and Related Processes 3
M Practicality of Metal Stamping Attribute GR&R (Gage R&R) Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 6
D Quality Metrics and OFIs in a Metal Stamping Company Manufacturing and Related Processes 7
T Stamping Original Paper Document 'Record Copy' in Red Ink - Document Control Document Control Systems, Procedures, Forms and Templates 4
S Laboratory Scope for a Small Metal Stamping Company Inspection, Prints (Drawings), Testing, Sampling and Related Topics 7
C Metal Part Identification Methods (Stamping) Manufacturing and Related Processes 7
T Metal Stamping Process Audit / Knowledge required! Process Audits and Layered Process Audits 17
G Progression Stamping Operation (Galvanised Steel) FMEA example wanted Manufacturing and Related Processes 7
J Inspecting Outside Radii of a Small Steel Stamping Inspection, Prints (Drawings), Testing, Sampling and Related Topics 26
A Process Validation Format for Press (Stamping) Operations - Help needed APQP and PPAP 11
B Document Control (Stamping) - Is it necessary and why is it popular? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 20
D Metal Stamping Tooling Transfer Checklist Manufacturing and Related Processes 7
J Chrysler Gage Standard - Gage standard for all Tier II stamping gages Customer and Company Specific Requirements 3
M Product resourcing or transfer Checklist (APQP) to satellite metal stamping facility APQP and PPAP 3
S Work Instructions Required? Precision metal stamping, cnc machining and wire edm Document Control Systems, Procedures, Forms and Templates 7
M Implementing TS 16949 in a new stamping plant - Help please IATF 16949 - Automotive Quality Systems Standard 4
S Is DFMEA of Stamping tooling / Injection mould required by TS? FMEA and Control Plans 1
H Bowed Steel Blanks in Stamping Process Manufacturing and Related Processes 26
H Capability Studies and Monitoring Runs at a Metal Stamping Facility Statistical Analysis Tools, Techniques and SPC 5
A Process or Work Instruction (WI) to Change a Progressive Stamping Die Manufacturing and Related Processes 2
M Date Stamping for Electronic signatures Qualification and Validation (including 21 CFR Part 11) 3
H Ink for Stamping P/N and Revision on Metal Parts (instead of labeling) Manufacturing and Related Processes 6
R How to chart hole location? Stamping parts with 4 holes each Statistical Analysis Tools, Techniques and SPC 22
L What to monitor using SPC in Metal Stamping industry Statistical Analysis Tools, Techniques and SPC 4
S Short Audit Check List for Stamping Process needed General Auditing Discussions 3
W PPAP Submission Items - Metal Stamping - Tooling Transfer, Replacement, Refurbishment APQP and PPAP 6
L How to set the safety inventory? Stamping parts for motor lamination Manufacturing and Related Processes 3
L Attribute gage in stamping press as poke yoke Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 1
W Sample of Process FMEA for Progressive Metal Stamping needed FMEA and Control Plans 20
C Is stamping or press operation considered as noise pollutant? Miscellaneous Environmental Standards and EMS Related Discussions 9
P Measurement Resolution of In-Process Automated Inspection System - Stamping House Inspection, Prints (Drawings), Testing, Sampling and Related Topics 13
S Stamping part numbers on components for easy identification without a print change Document Control Systems, Procedures, Forms and Templates 5
Q Looking for example EC process flow that addresses feasibility - Metal Stamping ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 5

Similar threads

Top Bottom