What is a Document Distribution List?

N

n_easy

#1
Dear members,

Could some kind body please explain in simple terms, what exactly a document distribution list is and if whether my attached document is compliant with the definition. I understand overall what one is and think mine is correct, but clarification needed.

Any amendments, corrections and advice appreciated.

Look forward to your messages.

Best wishes.

n_easy
 

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qusys

Trusted Information Resource
#2
Dear members,

Could some kind body please explain in simple terms, what exactly a document distribution list is and if whether my attached document is compliant with the definition. I understand overall what one is and think mine is correct, but clarification needed.

Any amendments, corrections and advice appreciated.

Look forward to your messages.

Best wishes.

n_easy
Hi,
the distribution list is a list where there are reported the names of people ( and eventually functions in an organization) to which a document/report is sent for their knowledge and eventual action. You could also use general braodcasts of Outlook ( I mean group of people with management involvement etc...)
I do not know if you have an internal procedure stating that, probably if you are ISO 9001 certified you should state this in the document control procedure.
I have seen the xls file that you have link but frankly speaking I do not think it is a distribution list.
:bigwave:
 
N

n_easy

#3
Hi,
the distribution list is a list where there are reported the names of people ( and eventually functions in an organization) to which a document/report is sent for their knowledge and eventual action. You could also use general braodcasts of Outlook ( I mean group of people with management involvement etc...)
I do not know if you have an internal procedure stating that, probably if you are ISO 9001 certified you should state this in the document control procedure.
I have seen the xls file that you have link but frankly speaking I do not think it is a distribution list.
:bigwave:
Hi Qusys,

Thanks for your response. In line with your definition - my attached document records who the documen has been distributed to for their knowledge and eventual action.

My form is a little more in depth? Do you have any suggestions or advice?

Best wishes.

n_easy
 

qusys

Trusted Information Resource
#4
Hi Qusys,

Thanks for your response. In line with your definition - my attached document records who the documen has been distributed to for their knowledge and eventual action.

My form is a little more in depth? Do you have any suggestions or advice?

Best wishes.

n_easy
I would add another column where you could report the name of people ( and eventually their functions) to whom the related document has been delivered.

The column related to the department could be more interpreted as the function who has the ownership of the document in terms of updating,review and distribution assurance as well.
This is my advice.
Hope it hepls waiting for other suggestions of the other expert covers.:bigwave:
 
N

n_easy

#5
One other query is that, do I need to document on the document distribution list documents that are used in a clients home (we are a home-care company) - We have the same documents in all of our clients home and this would result in a pretty extensive distribution list. Our Carers use our documentation in the clients home.
 

qusys

Trusted Information Resource
#6
One other query is that, do I need to document on the document distribution list documents that are used in a clients home (we are a home-care company) - We have the same documents in all of our clients home and this would result in a pretty extensive distribution list. Our Carers use our documentation in the clients home.
It is up to your organization to decide the distribution list according to our mandatory document control procedure.
If you want a suggestion from my point of view, but then the decision is yours, you could stop the distribution list to your Carers given that they belong to your Quality System. They are the "means" to educate the customer to apply the contents of the document.:bigwave:
 
Last edited:
V

vanputten

#7
We distribute controlled documents to defined locations and not to specific people. We distribute to defined locations where the document is needed for process effectiveness. In the footer of each controlled document, we list the locations of distribution. We do not have a separate list.
 
K

KCIPOH

#8
Hello,

Correct me if i'm wrong, Document Distribution List is a document under the Control of Documents procedure where it usually contains Doc No, Doc Name, Rev No. Page No. Receive Date and a User Acknowledge column with Dept name solely for the respective department personnel to initial for acknowledgment upon receive the NEW REVISED DOCUMENT being distributed by the DCC, it will serve as tracking record for revised document being distributed.
 
V

vanputten

#9
I am not familiar with any single, absolute definition of Document Distribution List. I don;t think anyone can say your definition is right or wrong. I think you may want to determine if your definition and list is effective for its purpose.

A management system can function effectively without a single document that lists all of that information.
 
K

KCIPOH

#10
I am not familiar with any single, absolute definition of Document Distribution List. I don;t think anyone can say your definition is right or wrong. I think you may want to determine if your definition and list is effective for its purpose.

A management system can function effectively without a single document that lists all of that information.
Well, Document Distribution List is to ensure once the document have been amended, it should carry a new revision number, be distributed and acknowledge by the respective department PIC for him/her to follow the updated procedure to avoid any discrepancy during implementation of task to fulfill the management system requirement so that things will follow the apple to apple manner.

I just wondering how can a system being carry out effectively and correctly with the old way when there is a new standard already in place (e.g : when there is no new handbook for the ISO9001:2008 being distributed globally, organization will still maintain the QMS according to the 2000 version instead of new requirement written in the 2008 version, and at the end things will become upside down, ask for apple but as a return will get banana)

Just a thought :)
 
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