Updating (Revising) Documents with a New Logo

C

cc4583

#1
Hello,

I could use a little help with this. Many of our controlled documents include our company logo and are on a template that we have. At the start of the new year we ehanced the template and updated the logo on the template to a higher resolution, made it a bit more fancy etc.. The content of these documents did not change only the look of the logo on the template of the document.

We need to replace the old controlled documents that had the old logo/template to the new one.

Since the template is all that is changing and not the content do I need to update the revision date to the date we changed the template/logo and document the change going through the approval process required by 4.2.3?
 
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SteelMaiden

Super Moderator
Super Moderator
#2
Re: Updating Documents

Part of your answer lies in what you have said in your document control procedures and policies. When you say you need to replace your documents, what exactly are you saying? Do you have hard copies that you need to replace? Are you using an electronic system and need to resave the documents with the new graphics? Originally, we wrote our procedures to allow changes to typos, or formating that didn't affect how processes were performed without having to approve or up-rev documents. Now that we are using a SharePoint system, it automatically up-revs each document no matter what was changed with a new version number to the document. Hmmm, all that was just a long way of saying, it matters little what you do, as long as you do what your policies and procedures say.
 
C

cc4583

#3
Re: Updating Documents

Thank you for your reply. That is an excellent idea to write things like typos and such into your procedure. The documents that I am speaking of are in electronic form of pdf's and word docs. So yes, I have to resave the documents onto our public drive with the new high resolution logo.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#4
Re: Updating Documents

Hello,

I could use a little help with this. Many of our controlled documents include our company logo and are on a template that we have. At the start of the new year we ehanced the template and updated the logo on the template to a higher resolution, made it a bit more fancy etc.. The content of these documents did not change only the look of the logo on the template of the document.

We need to replace the old controlled documents that had the old logo/template to the new one.

Since the template is all that is changing and not the content do I need to update the revision date to the date we changed the template/logo and document the change going through the approval process required by 4.2.3?
The approval process is what you make it.

Here's what I would do...
I wouldn't change the documents at all. I'd leave the old logo. I would put togther a plan, maybe add it to the document control procedure (with a rev), that says that the logo was changed on DATE. All documents revised after DATE will be updated to the new logo. Documents published before DATE will be left with the old logo until revised. (maybe add a deadline, like you have a year to update everything)

If you have to change them then what I've done in the past is put a section in the document control procedure that documents "minor" changes and defines "minor" as formatting changes, typo corrections, spelling corrections, and things like that. The only approval needed for such a change was the document control person. But we did rev the doc.
If you have a paper system this is still cumbersome.

I'll shortly be in a similar boat as I'll be changing the Document Control system in my current org. New template, new format, new numbering.
I'll likely do the former and give myself 12-18 months to switch everything over.
 
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