Types of documents to control?



Types of documents to control ?

What is the real requirement in QS 9000 as to what type of document needs to be controlled ?
Do we only have to include documents related to the Quality System or all important documents in our total manufacturing system ?? i.e:
Plant Maintenance Documentation
Training Documents
Safety and Environmental Documents
HR Documents
Sales and Marketing Documents
Purchasing Documentation
Equipment Design Specifications and Drawings


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I do not know the requirements for QS (many users here do), but you maight ask yourself...which of these effect product quality?
Machine Maintence - yes
HR records (relating to training) - yes
Purchasing documents for product -yes

Hope this helps a bit.


Al Dyer


It seems that all of the documents types you listed have some affect on the "Quality System" and would need to be controlled.


Jim Biz

My 5 cents (adjusted for inflation :) )

In our ISO system - (not qs) I'd be a bit skeptical if an auditor told me I was required to control "Marketing documents"??

The rest listed seem appropriate - but I did not see Processing or Planning documents.


Al Dyer


Marketing would be a tough one, I guess I would need to see the contents of the documenation to make a final determination.

I was at a company that actually made reference to the revision level of some of their documents in a sales kit. I brought it up during an aside with the Quality Manager who agreed that it might be a small issue, but it could raise the eyebrow of an auditor.


Dan Larsen

My approach has always been that if it affects the quality of the output product/process/service, the document should be controlled. This would include documents referenced or used within the procedural requirements of the quality management system.

All of the docs mentioned (with the exception of HR documents, e.g. tax, payroll, and definitely "personal" documentation) should probably be included. If you're only ISO or QS environmental docs (and possibly safety) could be excluded. (ISO 14000 would likely push deeper into the system).

If you're developing a new system, err to the light side; control only those documents that you reference in the system. Let the auditor question why you don't control others. Provide you're argument (within the context of the standard), and let your auditor provide his. Be objective, and be ready to take the finding.


The past couple of years I have tended to shy away from the phrase "if it affects the quality of the product ....", when referring to documentation. Argumentively, any document within the facility could somehow be inferred that it affects the product quality. (Probably stems from to many longwinded discussions with too many auditors).
As it states in 4.5.1, control only those documents that "relate to the requirements of this International ...".
If there are other documents that are important to the company then we will control them also, but not within the realm of ISO or QS.
Marketing documents do NOT fall within the realm of ISO or QS: UNLESS they are used as part of the tender to the customer. However, should they be controlled elsewhere, I would think so, afterall who would want to be caught using a 1995 price sheet on a 2000 product.

IMO, Control what can be directly related to the standard and then control what else might be important to the company.
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