Which controlled documents should be labeled "Confidential and Proprietary"

tebusse

Involved In Discussions
#1
I have a question regarding which controlled documents should be labeled "Confidential and Proprietary" vs. controlled documents that should be labeled "controlled copy."

Currently, my company has their printed master Quality Manuals and QOPs labeled "controlled copy" in the footer. These documents also exist in electronic form and are labeled "controlled copy." However, I believe the printed master documents should be labeled "Confidential and Proprietary" while the electronic documents be labeled "controlled copy." Is this the correct method of thinking?

Kindest regards.
 
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RoxaneB

Super Moderator
Super Moderator
#2
Re: Confidential and Proprietary

Hello, tebusse and welcome to the Cove.

There is no requirement (to my knowledge) to label a document as being a "controlled copy" or "Confidential and Proprietary". There is also no need to have printed master copies. If this is the route your organization is going, however, you are free to do so.

You could, within your document control protocols, further define what the difference is between "controlled" and "confidential and proprietary" as well as the areas where your organization will apply these labels.
 

qusys

Trusted Information Resource
#3
Re: Confidential and Proprietary

I have a question regarding which controlled documents should be labeled "Confidential and Proprietary" vs. controlled documents that should be labeled "controlled copy."

Currently, my company has their printed master Quality Manuals and QOPs labeled "controlled copy" in the footer. These documents also exist in electronic form and are labeled "controlled copy." However, I believe the printed master documents should be labeled "Confidential and Proprietary" while the electronic documents be labeled "controlled copy." Is this the correct method of thinking?

Kindest regards.
It could be established in policy of yours and be a cross functional requirment that applies to all documentation of your QMS( procedure, work instruction, contracts, busniess plan, quality objective atc...etc..). ISO 9001 does not foresee this.
ISO TS has a clause for confidentiality in the launch of product and new project , under a contract with a customer, and related information on the product ( 7.1.3)
 

Wes Bucey

Quite Involved in Discussions
#4
Re: Confidential and Proprietary

This seems to be a recurring question because folks confuse "control" (as intended by ISO) and "security" (having to do with restricting who may access a document.)

Control in the ISO sense has more to do with managing versions to assure obsolete versions don't confuse issues. Sometimes this means having a Process to physically gather and remove obsolete documents and replace them with current ones.

Some (not all) organizations have sensitive documents in their system for which [for various reasons] they want to restrict access. This restriction may only be from outsiders, but often organizations also want to restrict access within the organization.

The point I'm trying to make is that "control" applies to all the documents, but a subset of documents may also need to be "secure" or kept from unauthorized eyes or hands. Another type of security is allowing access to documents, but restricting who may alter a document - this aspect is really a part of "control" by protecting a document by preventing unauthorized versions from being circulated.

An organization has a responsibility to determine whether the additional level of security to prevent access is necessary for any given document. That document is either kept under lock and key [hard copy] or password protected [electronic copy.]
 
D

DMS_Discuss

#5
Relating to this topic, can someone tell me whether it is wrong to label a document guideline?
What is the difference between a Guideline and a Policy?
Is it true that it is not mandatory to follow or comply a Guideline?
 

qusys

Trusted Information Resource
#6
Relating to this topic, can someone tell me whether it is wrong to label a document guideline?
What is the difference between a Guideline and a Policy?
Is it true that it is not mandatory to follow or comply a Guideline?
Guideline is not prescriptive in all its content. For instance ISO 19001 is a guideline for auditing but it is not auditable in an an organization.
Policy is a document of an organization where the organization usually set higher level standard across its site/functions. The organization shall complay and there can be other documents of the documental pyramid that are of lower level and cannot go in contrast with it.
Hope this helps:bigwave:
 
D

DMS_Discuss

#7
Thanks for the reply.
Do you have any guide of when I should use Guideline instead of Policy?
 

qusys

Trusted Information Resource
#8
Thanks for the reply.
Do you have any guide of when I should use Guideline instead of Policy?
I think there are no guidelines, but for this I ask for the further support of other expert Covers.
According to my experience and working knowledge, Policy is internally established from an organization and it has to be followed . Organization usually communicates it through many ways ( email, training, quality manual, meeting with mgmt ect.), guidelines could come from externally , for example not prescriptive standards, such as ISO 19011, ISO 9004, AIAG Blue Book related to SPC, FMEA, APQP etc, that an organization can decide to have as a guideline in totally or in part to build up internal processes of QMS. However , if an organization signs an agreement with customer to use AIAG standards or internally decide to adopt it in applicable item, the guideline becomes prescriptive and it can be compared as a procedure or policy to be followed.
Hope this helps:bigwave:
 
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