Document Control Procedure Help And Advice

By Author: Jamie Hanson
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The standard lets us know that documents are regarded as being information (e.g. specifications or procedures plus its assisting medium (e.g. paper or electronic). The standard signifies that over time these documents will develop as new information supersedes outdated plus that modification ought to be managed. Documents are active and dynamic.

Records, on the other hand, are more static since they are historical in nature. These are the documents which state the outcome of actions undertaken as per the product realization|, measurement, evaluation and growth processes (e.g. calibration logs plus non-conformance or corrective action reports). They also provide evidence that an activity was performed in the manner specified (e.g. inspection records).

Prerequisites for Controlling Documents and Records

Exactly what does ISO 9001:2008 signify about assuring consent with the principal specifications of document control procedures?

According to Clause 4.2.3, any organization should implement the quality management system to handle the documentation plus that a suitable document control ...
... procedure ought to be carried out to determine the controls needed to; approve, review, revise, identify changes, identify revision status plus present accessibility. The document control procedure ought to clearly specify the scope, purpose, method plus obligations necessary to carry out these factors.

ISO 9001:2008 won't specify how an organization should format its documentation, as nearly all companies maintain a consistent business image, it is expected that any business format will sufficient.

In the same way; Clause 4.2.4 demands that a business ought to apply a documented procedure to specify the controls needed for the identification, storage, security, retrieval, maintenance plus disposition of records and also that these records ought to be legible and familiar during their maintenance time.

Though, it is good to merge the management of records procedure together with the document control procedure, however, you should make the differences between the records and the documents quite clear.

What's so necessary about Records?

Records are an essential company asset; they present the essential path for facts based confirmation plus traceability, plus are able to show compliance with buyer necessities. Records also prove the efficacy of the quality management system.

It is a legal obligation as well as contractual to deliver the records to the clients. In some sectors, like civil engineering, guarantee records become a standard point of reference while deciding compliance with the intended layout and aiding to satisfy the requirements recommended by making control authorities plus the health plus safety professional. These records are demonstrative of a contractor's obligation of care plus that the final product is right for goal.

The Document Control Function

The document control function is an admin supervision activity plus works on the frontline by assuring compliance with Clause 4.2 plus the related document control procedures plus record control procedures. Normally, the document control function directly reports to the Quality Representative.

To learn more about our Document Control Procedure please visit ISO 9001 Checklist:

http://www.iso-9001-checklist.co.uk/documentation-management.htm