Document Control.

Over the years I have developed a generic Document Control Procedure that most companies can use as a starting point in their document control efforts. Feel free to cut and past this procedure in to your system.

Introduction: This Procedure is intended to to provide general guidelines for
the control of documents that support the Quality Management System. Control
of a document includes:

a) Proper approval of the document

b) Proper methods for modification and changes

c) Issuing, distributing, and replacing the document

Definitions:

A document requires distribution control if it provides guidance and/or direction
for performing work, making decisions, or rendering judgments which affect the
quality of the products or services our customers receive. In this procedure,
document shall be used to mean any physical guide or direction whether
written, video tape, physical sample, sample drawing, computer program or
otherwise.


Scope: Quality System related documentation in use at corporate GR.

Procedure:

1.0     Control at the point of issue

1.2     Responsibility: Issuer/Issuing Department as depicted in matrix exhibit D

1.3     All Quality System related documents shall be reviewed for adequacy and
           approved by appropriate personnel prior to issue.

Controlled copies of documents shall be distributed to all locations where
operations essential to the effective operation of Quality System are performed.
The method of control shall be sufficient to demonstrate knowledge of the
location, and revision level of controlled copies at all times. Distribution is indicated
in the matrix exhibit D at the bottom of this procedure.

Documents used for information, correspondence, or other uncontrolled
use shall be clearly marked with the following statement:

THIS COPY IS NOT SUBJECT
TO REVISION CONTROL
VERIFY REVISION STATUS OF
DOCUMENT BEFORE USING.

For electronically formatted documents, the word uncontrolled may be
used in lieu of the statement above.

All superseded or obsolete controlled documents shall be removed from
points of issue or shall be segregated from current controlled documents at the
point of issue.

2.0     Control at the point of use

2.1    Responsibility:     Document Recipient

2.2    All recipients of controlled documents shall be responsible for the storage
and maintenance of the documents, and shall inform all personnel whose
activities are effected by the document of its content and location.

Upon duplication of a controlled document, the duplicator assumes the
point of issue responsibilities outlined in section 1.0 of this procedure with the
exception of review and approval.

All superseded or obsolete documents shall be removed from points of
use or be segregated from current revisions at points of use.

3.0     Document Changes

3.1    Responsibility: Issuer/Issuing Department  as depicted in matrix exhibit D

3.2    All controlled document changes or revisions will be performed at the
original point of issue, and shall be reviewed and approved as outlined in
section 1.0 of this procedure.

A master list or equivalent, of current revision level of documents shall be
maintained by the responsible departments as depicted in matrix exhibit D.

Exhibit D:

This is just one procedure that is included in our Quality System Intranets Product. 

You can contact us at:
    E-Mail:     DBoland@QSD.NET
    Phone:     (616) 363-3032
    Address:  2728 Johnathan
                      P.O. Box 150068
                      Grand Rapids, Michigan  49515          Home                                                                                           

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