subject: Document Control Procedures Help And Advice [print this page] The standard lets us know that documents are considered as being information (e.g. specifications or procedures as well as its assisting medium (e.g. paper or electronic). The standard signifies that as time passes these documents will develop as new information supersedes outdated as well as that transformation need to be managed. Ths also proves that the documents are forceful and lively.
Records, on the other hand, are more static since they are historical in nature. They're the documents that express the outcome of activities undertaken according to the product realization|, measurement, evaluation and growth processes (e.g. calibration logs as well as non-conformance or corrective action reports). Moreover, it acts as a proof for the task being executed as instructed (e.g. inspection records).
Specifications for Controlling Documents and Records
Precisely what does ISO 9001:2008 tell us about assuring conformity with the major necessities of document control procedures?
According to Clause 4.2.3, any organization should implement the quality management system to handle the documentation as well as that a appropriate document control procedure need to be applied to define the controls needed to; approve, evaluate, up-date, discover changes, discover revision status as well as present accessibility. The document control procedure need to definitely determine the range, objective, technique as well as obligations necessary to implement these factors.
ISO 9001:2008 won't determine how a business ought to format its documentation, since most businesses preserve a consistent corporate image, it is expected that any corporate format will suffice.
In the same way; Clause 4.2.4 entails that an organization need to apply a documented procedure to define the controls needed for the identification, storage, security, access, maintenance as well as disposition of records plus that these records need to remain legible and familiar all through their maintenance period.
It is acceptable to combine the control of records procedure with the document control procedure but care should be taken not to obscure the differences between records and documents.
What's so important about Records?
Records are an important business resource; they present the key route for facts based verification as well as traceability, as well as are able to show conformity with buyer needs. 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 industrial sectors, like civil engineering, warranty records become a standard point of reference while identifying conformity with the expected style as well as helping to satisfy the needs approved by creating control authorities as well as the health as well as safety professional. These records are demonstrative of a contractor's responsibility of care as well as that the end product is perfect for objective.
The Document Control Function
The document control function is an admin managing task as well as operates on the frontline by assuring conformity with Clause 4.2 as well as the related document control procedures as well as record control procedures. Normally, the document control function directly reports to the Quality Representative.
