Document Control Procedures help and advice - By: Jamie Hanson

The standard tells us that documents are considered as being information (e.g. specifications or procedures and its supporting medium (e.g. paper or electronic). The standard indicates that after a while these documents will evolve as new information supersedes outdated and that change have to be handled. Documents are active and dynamic.

However, Records are stationary because of their historic nature. They're the documents that express the outcome of activities undertaken according to the product realization|, measurement, analysis and growth techniques (e.g. calibration logs and non-conformance or corrective action reports). They also provide evidence that an activity was performed in the manner specified (e.g. inspection records).

Specifications for Controlling Documents as well as Records

Exactly what does ISO 9001:2008 tell us about ensuring compliance with the key necessities of document control procedures?

According to Clause 4.2.3, any organization should implement the quality management system to handle the documentation and that a appropriate document control procedure have to be implemented to define the controls required to; approve, evaluate, update, recognize changes, recognize revision status and give accessibility. The document control procedure have to clearly specify the range, intent, method and obligations required to implement these parameters.

ISO 9001:2008 doesn't specify how a company must format its documentation, as many organizations preserve a consistent business image, it is predicted that any business format will adequate.

Likewise; Clause 4.2.4 demands that a business have to carry out a documented procedure to explain the controls required for the identification, storage, safety, access, maintenance and disposition of records and even that these records have to remain legible as well as identifiable all through their maintenance period.

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 is so essential about Records?

Records are an vital company asset; they give the primary route for facts based verification and traceability, and are able to prove conformity with customer requirements. The efficiency of the quality management system can be known by the records.

Delivery of such records to a client is often a contractual and legal requirement. In several industrial sectors, for example civil engineering, assurance records become a basic point of reference when determining conformity with the planned style as well as assisting to satisfy the requirements approved by building control authorities and the health and safety professional. These records are demonstrative of a contractor's job of care and that the end product is perfect for purpose.

The Document Control Function

The document control function is an admin supervision action and works on the frontline by ensuring conformity with Clause 4.2 and the connected document control procedures and record control procedures. Normally, the document control function directly reports to the Quality Representative.

About the Author

To learn more about our Document Control Procedures please visit ISO 9001 Checklist:
http://www.iso-9001-checklist.co.uk/documentation-management.htm

Article Directory Source: http://www.articlerich.com/profile/Jamie-Hanson/34129

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