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  Documentation
  Procedure Signatures

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Author Topic:   Procedure Signatures
Bryan
Forum Contributor

Posts: 10
From:San Jose, CA USA
Registered: Sep 2000

posted 14 November 2000 06:29 PM     Click Here to See the Profile for Bryan   Click Here to Email Bryan     Edit/Delete Message   Reply w/Quote
I have a question requarding a level 2 document, Procedures.
If a consolidated procedure is writen, say 4-5 depts are involved in the paper flow/trail. (Ex. dept A will contact dept B, dept B will forward paperwork to dept. C after there completed with there process, Dept C will forward paperwork to dept D). Are there any guide lines to follow as to who needs to have there authorization signature on the procedure. In the procedure, it will state that the paperwork will route to dept X, its not instructions on what they will do. If there are no guide lines, then are all dept signatures required ?
This is only for procedures, My understanding reguarding work instruction it would require all dept signatures.

Thanks for all inputs to this question.
Bryan

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Al Dyer
Forum Wizard

Posts: 622
From:Lapeer, MI USA
Registered: Oct 2000

posted 14 November 2000 08:49 PM     Click Here to See the Profile for Al Dyer   Click Here to Email Al Dyer     Edit/Delete Message   Reply w/Quote
Bryan,

Consider this:

No matter what level of documentation, shouldn't all persons that have any type of responsibility or input to the document approve the document?

By doing this, there is the proverbial trail that proves that personnel know what their duties comprise. (Perfect world syndrome!)

When we think of the overall scheme of document approval is it really that intrusive to have all the appropriate signatures on the required documents?

As an aside, the signatures do not have to be "written in pen". Electronic signatures are the wave of the future.

Keep in touch!

ASD...

------------------
Al Dyer
Mngt. Rep.
ullysses3@excite.com

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Graeme
Forum Contributor

Posts: 30
From:Lilburn, GA, USA
Registered: Sep 2000

posted 16 November 2000 08:56 AM     Click Here to See the Profile for Graeme   Click Here to Email Graeme     Edit/Delete Message   Reply w/Quote
Bryan,

Everyone who is part of the documented process should be involved in improvement and review, if only so they know what their part is. That does not mean everyone has to "sign" the procedure. Your company policies may require a signature from someone in each department, but ultimately there has to be a person -- the process owner -- with the reponsibility and authority to say "this is good; it's approved; now post it on the intranet." The process owner cannot delegate that responsibility.

There are several ways to verify that the correct people see the procedure. Microsoft Office and Lotus Notes (and probably other office software suites) have document routing capability, with the ability to send proof of having read the document. Many applications have digital electronic signature capability, which identifies the signer and also detects any attempt to change the signed document. There are also commercial documentation control packages that combine these and other features. (There is at least one, for example, that will notify affected users of the change, make sure they have read it and even let you give them a test on it.)

------------------
Graeme C. Payne
ASQ Certified Quality Engineer
Graeme@asqnet.org

[This message has been edited by Graeme (edited 16 November 2000).]

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Kimster
unregistered
posted 20 November 2000 03:33 PM           Edit/Delete Message   Reply w/Quote
Could somebody please give me some guidelines on "electronic signatures"? We have been scanning pen-signed documents, just for the sake of capturing those signatures!

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CarolX
Forum Contributor

Posts: 108
From:Illinois, USA
Registered: Jun 2000

posted 20 November 2000 04:01 PM     Click Here to See the Profile for CarolX   Click Here to Email CarolX     Edit/Delete Message   Reply w/Quote
Kimster -

I do the following....

We use a procedure approval signoff sheet. This list details of the procedures under approval, and is signed by the department head responsible for those procedures. After the approval sheet is received, the new/revised procedure is placed on the network. The approval sheet is filed in the Quality Office.

Good Luck!
Carol

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awk
Forum Contributor

Posts: 19
From:Ontario, Canada
Registered: Sep 2000

posted 20 November 2000 05:02 PM     Click Here to See the Profile for awk   Click Here to Email awk     Edit/Delete Message   Reply w/Quote
quote:
Originally posted by Kimster:
Could somebody please give me some guidelines on "electronic signatures"? We have been scanning pen-signed documents, just for the sake of capturing those signatures!

My Microsoft Manual enables me to route a document to specific individuals in the appropriate order, track the document and automatically return the document to me once the last recipient has completed their review.
The recipients are able to provide feedback by inserting comments without making changes to the document itself.
Electronic signatures are listed as well.
Possibly the manual specific to your computer outlines similar options and procedures.

awk

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Alf Gulford
Forum Contributor

Posts: 60
From:Portland, OR
Registered: Aug 2000

posted 21 November 2000 06:18 PM     Click Here to See the Profile for Alf Gulford   Click Here to Email Alf Gulford     Edit/Delete Message   Reply w/Quote
awk-

A question out of ignorance, if I could.

When you refer to your "Microsoft Manual" are you talking about about a software application by that name, a feature in the operating system (Windows 98/2000) or something I might find in the Office Suite? If I could find something that would do what you're saying without getting my IS/IT department involved, my life would be much easier.

Thanks. Alf

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Graeme
Forum Contributor

Posts: 30
From:Lilburn, GA, USA
Registered: Sep 2000

posted 22 November 2000 03:26 PM     Click Here to See the Profile for Graeme   Click Here to Email Graeme     Edit/Delete Message   Reply w/Quote
quote:
Originally posted by Kimster:
Could somebody please give me some guidelines on "electronic signatures"? We have been scanning pen-signed documents, just for the sake of capturing those signatures!

There are a large number of resources available for information on this topic. Instead of listing a bunch of commercial sites, though, here is a suggested search key for your favorite Internet search engine:

code:

"digital signature" and "digital certificate" and "public key"

Digital signatures (or certificates) are based on public/private key encryption technology. They provide a secure means of "signing" a document, and later verifying the identity of the signer and detecting attempts to change the document. They can be managed locally or enterprise wide, or by subscription to a global certificate service. The basic technology is built in to many applications, ranging from Microsoft Internet Explorer to Adobe Acrobat to Lotus Notes (and many more). There are also a large number of books available -- search your favorite bookseller for the same terms I listed above.

A more complete description is (in my opinion) somewhat outside the scope of this forum, because it can get quite involved ...

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Rahul
unregistered
posted 26 November 2000 09:13 PM           Edit/Delete Message   Reply w/Quote
For a good & simple introduction to digital signatures you could have a look at:
http://www.pgpi.org/doc/pgpintro/

And, no, I do not benefit in any way by provoding this info nor am I related to this web site in any way.

However, I do use the product.

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