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The New Elsmar Cove Forums   The New Elsmar Cove Forums
  Miscellaneous Quality Topics
  Inspection/test Records

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Author Topic:   Inspection/test Records
Don Watt
Forum Contributor

Posts: 70
From:Notts,United Kingdom
Registered: Mar 2000

posted 23 August 2000 07:08 AM     Click Here to See the Profile for Don Watt   Click Here to Email Don Watt     Edit/Delete Message   Reply w/Quote
Currently inspection / tests are recorded on standard pre-printed forms (i.e. the inspector enters measured values into boxes & signs off the sheet)

Would, in your opinion, it be acceptable to
1)scan these forms, or
2)transfer the data to a spreadsheet

for electronic retention?

At the moment we have a large volume of paper retained for current year + 1. I'd like to get rid of it as part of a 5S project.

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Jim Biz
Forum Wizard

Posts: 275
Registered: Mar 2000

posted 23 August 2000 07:41 AM     Click Here to See the Profile for Jim Biz   Click Here to Email Jim Biz     Edit/Delete Message   Reply w/Quote
We scan ours in - (and we may have gone a little overboard but) we put our pre-printed (sign-off) dimensional Insp records, material lot certifications, all tests that apply for each job, into a dedicated computer for that purpose... this gives us the "option" to archive/backup to disk for as many years as will be needed - currently we keep them on hard drive for a minimum of a year - and plan to archive for a minimum of 3years. We do this "in case" a future customer would expect 5-7 years retention.


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Claes Gefvenberg
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Posts: 23
Registered: May 2000

posted 23 August 2000 08:06 AM     Click Here to See the Profile for Claes Gefvenberg   Click Here to Email Claes Gefvenberg     Edit/Delete Message   Reply w/Quote
Hi Don,

As far as ISO 9000 is concerned, 4.16 says you can save your records on any type of media, so I can see no reason not to use the methods you suggest.

/ Claes Gefvenberg

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Tom W
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Posts: 18
From:Grand Rapids, Michigan, USA
Registered: Aug 2000

posted 23 August 2000 02:41 PM     Click Here to See the Profile for Tom W   Click Here to Email Tom W     Edit/Delete Message   Reply w/Quote
Have you thought about getting rid of the paper and just maintaining the spread sheet? Double work can cause backups and errors. Maybe a paperless system would work better for you. Bar coding and other types of electronic media might help. Or even typing in the results and then pitching the hard copy. Authorities can be set in the system to allow traceability to the individual. Just a thought. I hate double work but sometimes it is the neccesary evil.

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Forum Contributor

Posts: 16
Registered: Apr 2000

posted 23 August 2000 03:06 PM     Click Here to See the Profile for Wallybaloo   Click Here to Email Wallybaloo     Edit/Delete Message   Reply w/Quote
Am I missing something here? I know that having to deal with req'ts outside of 9001 (FDA/ISO13485/MDD) tends to make one a little anal (and I hate that word), but where would the spreadsheet provide proof of who did the inspection/testing? Unless you had some type of security program that would positively identify the person entering the results, probably by a PIN or logon, it could be argued that anyone could have entered or altered the information. Every registrar that I've dealt with has insisted on seeing signatures, handwritten initials or some other type of proof. This is their take on the "provide evidence" wording of 4.10.5.

Dissenting arguments that I can use to my advantage are most welcome.

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Forum Contributor

Posts: 244
Registered: Sep 1999

posted 24 August 2000 08:48 AM     Click Here to See the Profile for Sam   Click Here to Email Sam     Edit/Delete Message   Reply w/Quote
Password protected screens and electronic signatures are acceptable.

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