Wanted: Examples of printed copy disclaimers that help with SHOP document control

[Bob_M]

Hi,
Our company wishes to keep as many docs on the intranet as possible. (Rather easy).
I'm looking for suggestion on "disclaimers" to put in the footers of printed documents that people have had "success" with.

Examples:
Uncontrolled after printing
Not valid X days after print date.
Etc.

Types of documents we print/copy most often:
Printed Drawings
Control Plans
InProcess Inspection reports
Process Specific work instructions.

We are trying to make "part/process" specific electronic folders. When ever that job/process is scheduled the documents will be printed and sent to the production areas.

I'm looking for tips/idea on what types of disclaimers will help remind people that the "printed" documents need to be returned to their foreman EVERYTIME so they may be destroyed or returned to a storage area.

We plan on putting in procedures and training but a "disclaimer" on the document that people have had success with would be helpful.

FYI: Upgrading to ISO9K2K

Did that make sense?

Thanks
Bob_M

 

[C Emmons]

Hi Bob,

Can't tell you I have been successful with this as of yet, not transitioning until May. However, we have all of our documentation on the intranet. We have a disclaimer which prints at the bottom of everthing which states:

The master document is controlled electronically. Printed copies of this document are not controlled. Document users are responsible for ensuring printed copies are valid prior to use.

 

[Bob_M]

C Emmons said:

Hi Bob,

Can't tell you I have been successful with this as of yet, not transitioning until May. However, we have all of our documentation on the intranet. We have a disclaimer which prints at the bottom of everthing which states:

The master document is controlled electronically. Printed copies of this document are not controlled. Document users are responsible for ensuring printed copies are valid prior to use.

You may not know if it's "successful" but I certainly like the "sound" of it!

 

[Mike S.]

C's statement sounds great. I might steal it in the future. It beats my "uncontrolled copy - for reference only". Of course we train people what that means, too.

 

[Jimmy Olson]

We use the same philosophy here as well. We have a statement in our document control procedure that says personnel may print their own copies, but they are uncontrolled copies and that it is the employee responsibility to make sure they are using the current revision if it's uncontrolled (not exact wording). This is actually pretty effective (even though it doesn't sound like it would be) and our auditor had no problem with it.

 

[Claes Gefvenberg]

Richard,

That is exactly what we do as well. We have that text on our intranet too, in the procedures menu...

/Claes

 

[SteelMaiden]

We also have spelled out in the document control procedures that printed copies are not controlled. I have a bot at the bottom of each document in the intrnet that says "not controlled if printed"

 

[Randy Stewart]

Just a Warning

Make sure the users know that they need to verify to the lastest level/rev. That's the most difficult issue to overcome. We've had individuals that print them and stash them in their tool box. The next time they need it may be 6 months down the road and they'll never reference back to the master list. Department Managers usually go around a couple days before the auditor comes out to clear any "uncontrolled" docs laying around.

You can use color logos (if people don't have access to color printers), colored ink, etc. We use color logos to identify controled copies and the "Controlled" and Uncontrolled" statement at the bottom of the document.

 

[Mike S.]

As usual, Stew makes a good point. Aside from the reminder text "Printed copies of this document are not controlled", etc. make sure everyone is trained to understand what it means, and periodically reminded. And, colors are good. I train everyone that unless the doc. is viewed from the server, or the hardcopy has a RED "controlled copy when this stamp is in red" stamp on it there is no guarantee the doc is current. I pound it into them that 'tis fine to use a doc printed 1 day ago or 6 months ago only IF it is verified as the latest rev. today.

 

[Claes Gefvenberg]

Re: Just a Warning

Good points from Stew & Mike,

Randy Stewart said:
---X---
You can use color logos (if people don't have access to color printers), colored ink, etc. We use color logos to identify controled copies and the "Controlled" and Uncontrolled" statement at the bottom of the document.

Yep, We print all controlled copies on paper with a blue corner. That way if someone needs to retain an outdated document it's just a simple matter of tearing the corner off.

However, we don't have a whole lot of paper in the system. We rely mainly on the intranet.

/Claes