What is a Document Distribution List?

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Jen Kirley

Quality and Auditing Expert
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#22
A master list might have made sense in 1980, but in 2012?

Who uses a typewriter to prepare documents these days?

Who has no access to e-mail or shared folders on network drives? (Or alternatively, who cannot afford an automated document control system?)

Who cannot give documents meaningful file-names, include a distribution list within them, and put them into a logical folder hierarchy? (Or alternatively, who cannot use the aforementioned automated document control system?)

Who believes that teams of people educated in document control and change management cannot control documents and changes and that such can only be entrusted to a central team?

If the answer to any of the above is “Me,” or “My organization,” then a master list might make sense, although in most cases I would advocate further education. There's a risk that a master list won't scale up and become a centralized bottleneck that frustrates users and tempts them to bypass it. Quality is, after all, everyone's responsibility and surely that includes document control.

Just my 2c,
Pat
It doesn't have to be hard copy. Ours is a web page listing the document numbers (which are hyperlinks to open the documents) and their names, plus last revision date. For the sake of 17025 requirements, A2LA has additionally asked us to list the revision numbers on the web page, which we have done. In our electronic system this is automatically updated when document updates are installed, so there is no effort to maintain it.
 
N

n_easy

#23
Interesting comments all. Thank-you very much all.

TBH, I am trying to keep away from document distribution lists. Can somebody please tell me if this will suffice?

We have a SET of documents that are stored in the Client's home and these are the only documents within the whole organisation that are distributed physically. For the rest - they are all on teh system and if a department wants to use it, they simply go to the electronic document, which in theory should be the latest version.

Now when the Auditor comes along, is it not possible for me to say to him that this is the ONLY folder that has documents that are distributed to Client homes - all of the documents are distrbuted to all of the Clients - so its simple really. If there is a change to one document then that document in that folder should be sent to ALL the Clients.

Your thoughts.

Many thanks. :cool:
 
V

vanputten

#24
The intent of my line of questioning about quoting text from a standard was related specifically to the word "Distribution." Many organizations have master lists of all of their "controlled documents." I was trying to highlight that some people are talking about a master list of all documents, some people are calling it specifically a Document Distribution List. The title "Document Distribution List" seems to imply the main purpose is to record what documents went where.

And I was trying to point out that understanding what document are controlled, their revision and date of publications, distribution, and who approved the initial release and/or change to the document, can be attained via things like databases, notes on the document (our distribution is listed on the document itself), engineering change records, engineering change matrix describing which titles need to sign for which documents, etc. An organization can have one list, many lists, or tools that control and describe the info that was included in the original definition of "Document Distribution List." The intent and resulting evidence of control is the key for me. Not some list with a specific and restricting definition.
 
P

pldey42

#25
Interesting comments all. Thank-you very much all.

TBH, I am trying to keep away from document distribution lists. Can somebody please tell me if this will suffice?

We have a SET of documents that are stored in the Client's home and these are the only documents within the whole organisation that are distributed physically. For the rest - they are all on teh system and if a department wants to use it, they simply go to the electronic document, which in theory should be the latest version.

Now when the Auditor comes along, is it not possible for me to say to him that this is the ONLY folder that has documents that are distributed to Client homes - all of the documents are distrbuted to all of the Clients - so its simple really. If there is a change to one document then that document in that folder should be sent to ALL the Clients.

Your thoughts.

Many thanks. :cool:
It sounds ok. But if I were to audit your arrangements, here are the questions I think I would ask:

Who distributes changed copies to Clients? What happens to obsolete copies? How do you assure that all the Client copies are current? What happens if the Client loses the folder?

Show me please the list of clients. How do you know it's up to date and that new clients are on the list and their address is correct?

The Clients need care from your organization, presumably because they cannot adequately care for themselves. How can you be sure they can care for your documents, and not lose or destroy them? Why not give them to the Carers? If they're heavy, perhaps pdf's on a laptop or e-reader that the Carer can carry?

Just my 2c,
Pat
 
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