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?
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?
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.
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.
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?
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:
Thanks all, I too believe, stamping can be a smoke screen.... rather assure document issue, version control and distribution through master records of documents.
Thanks all, I too believe, stamping can be a smoke screen.... rather assure document issue, version control and distribution through master records of documents.
Stamps, no stamps, green stamps, red stamps, colored paper, electronic, digital, footings, headers, whatever; without proper controls, and associated discipline, any document management system becomes a big mess.
Stamps, no stamps, green stamps, red stamps, colored paper, electronic, digital, footings, headers, whatever; without proper controls, and associated discipline, any document management system becomes a big mess.
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.
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)
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).
This site uses cookies to help personalise content, tailor your experience and to keep you logged in if you register.
By continuing to use this site, you are consenting to the use of cookies.