Who should be the Document Controller?

[ykfoo]

Hi guys, I really need a 2nd opinion here. Who is the best person to resume the role of the document controller? What are the criteria of selecting the best person?

In my opinion it shouldn't be anyone, but an automated document control system... but until then the show needs to go on (manually, i.e. hardcopis manual and procedures). So who will be the best candidate to carry out this detail and tedious task. What are the selection criteria?

Kindly advise guys.

FYI, we are a corporate office set-up that provides services to our group of companies, which includes Accounting, Legal & Secretarial, Treasury, MIS, Admin & Property, Internal Audit and Engineering services.

Thanks!

 

[HFowler]

ykfoo,

In my opinion, the Management Representative, ISO Coordinator or Quality Assurance Manager usually controls such documents as the Quality Policy Manual, Procedures and any Master Lists, etc. Departmental Work Instructions, records, performance to measurable objectives, etc., could be kept by individual department managers. Engineering drawings, Sales Orders, Purchase Orders, Inspection Records and other controlled documents should be controlled by the relevant departments.

I have seen some large companies that have a staffed document control center.

Hope this helps.

Best Regards,
Hank Fowler

 

[gpainter]

From my experiences, you could have more than one. The person(s) should be able to handle the pressure. One DC person I know had a breakdown from it. Experience with MS Word,Excel to create documents would be a plus, usually control also includes creation. Organization would be a plus also. Once the system is in place, the DC person will need about 8 hours per week to do the task and of course that will depend on the amount of documentation and the use of computer technology. Many places use a secretarial position for it.

 

[Rick Goodson]

ykfoo,

In my experiences assisting ISO implementations I have found two things to be true. First, implementations where the Management Representative is not the quality manager, director, etc. usually have greater success in implementing, in a shorter time, and with more buyin. Second, document control works best when it is under the control of someone other than the Q person or the Management Representative. Same comment, better buyin results.

Regards,

Rick

 

[Claes Gefvenberg]

From my experiences, you could have more than one.

I think you probably *should* have more than one person running the show.

In my opinion, the Management Representative, ISO Coordinator or Quality Assurance Manager usually controls such documents as the Quality Policy Manual, Procedures and any Master Lists, etc. Departmental Work Instructions, records, performance to measurable objectives, etc., could be kept by individual department managers. Engineering drawings, Sales Orders, Purchase Orders, Inspection Records and other controlled documents should be controlled by the relevant departments.

I agree. That works reasonably well in most cases. Who owns the document? Let him or her control it...

/Claes

 

[CarolX]

here's what we do

We have mutliple level of documents under different control. Myself, as the QA Manager/MR controls the "quality program" documents. Engineering controls blueprints and detailed work instructions. Human Resorces controls the employee handbook, etc., etc., etc.

One person should never be the keeper of all the documents. The owner should be the keeper.

CarolX

 

[Silbil]

Another opinion

Where I used to work, I was QA Assistant and Document Controller. When it came to the documentation, I was the one liaising with staff, typing, drawing and formatting, and distributing docs, under the guidance of the Quality Manager.

(I was the centralised "publishing" person because most of the production staff hated writing etc, preferring getting on and doing their work, and the others either were hopeless writers and spellers, with the exception of a "would-be best-seller author" who would spend a whole day mulling over the appropriate use of the passive tense!!!!!!!! )

Anyhow, this had its advantages, since the QA Manager was also the QC Manager, and had an aura of "Ms Non-Conformance" about her. People were a bit frightened of approaching her, afraid of being "caught out", whereas with me, they were able to dialogue more, tell me when they had difficulty understanding the docs etc. Staff felt more (I think) that they "owned" the documents, rather than having them thrust upon them by "Ms ISO" (though that didn't prevent the barely audible "UUUUURGH Her again!" as I entered the workshop)

Anyway, that is just one case, I'm sure there are thousands to counter this.

Cheers

Silbil

 

[Claes Gefvenberg]

Re: Another opinion

Silbil said:

(I was the centralised "publishing" person because most of the production staff hated writing etc, preferring getting on and doing their work, and the others either were hopeless writers and spellers, with the exception of a "would-be best-seller author" who would spend a whole day mulling over the appropriate use of the passive tense!!!!!!!! )

I recognize that situation well... We seem to have very few future nobel literature prize winners in our organisation

[Anyhow, this had its advantages, since the QA Manager was also the QC Manager, and had an aura of "Ms Non-Conformance" about her. People were a bit frightened of approaching her, afraid of being "caught out", whereas with me, they were able to dialogue more, tell me when they had difficulty understanding the docs etc. Staff felt more (I think) that they "owned" the documents, rather than having them thrust upon them by "Ms ISO" (though that didn't prevent the barely audible "UUUUURGH Her again!" as I entered the workshop)

I recognize that part too... x2 Anyway, I think you gave an adequate description of a person suitable for the job

/Claes

 

[gpainter]

Carol X how do you control the master list ? Curious

 

[CarolX]

i don't

gpainter said:

Carol X how do you control the master list ? Curious

gpainter,

I don't maintain a master list. With over 3000 parts in our system, we can't maintain a "master list" of all work instructions. And I am curious...why would you have a "master list"? What purpose does it serve?

Regards,
CarolX