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Appendix Clarification

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jckeller88 Created:   Mar 11, 2016 Last commented:   Mar 11, 2016

Appendix Clarification

In document control procedure are Appendix 1,2,3,and 4 equal to level 1,2,3,and 4 documents? I have a quality records index in my current QMS that includes retention time, would that index be the same as Appendix 4?
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jckeller88 Mar 11, 2016
Also, records that appear on Appendix 4 will also show up on the other Appendix's right?
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Strahinja Stojanovic Mar 15, 2016
The appendices related to the Procedure for Document and Record Control do not reflect the hierarchy of the documents since they are all records and are in the same level.

Yes, the retention time should be entered in the column "date of destruction", of course instead of the retention time, there should be exact date or at least month when the document or record should be destroyed.
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jckeller88 Mar 15, 2016
So is appendix 3 "List of Types of Records" that is referenced in 3. Control of documents a combined list of all internal documents, external documents, reports, work instructions etc.?
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Strahinja Stojanovic Mar 16, 2016
No, the List of Types of Records should only contain information about your internal QMS records, work instructions should be listed in the List of Internal Documents, and external documents should be listed in the List of External Documents. Keep in mind that you don't need to record all the external documents, only the ones that are related with the QMS
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jckeller88 Mar 18, 2016
In 3.7.1 Record managing and labeling when talking about specifying record name, storage location , retention time etc. Is it referring to a list of all the records with all of that information or just a cover page for each of the records individually?
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Strahinja Stojanovic Mar 18, 2016
It is referring to the record "List of Types of Records"
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jckeller88 Mar 18, 2016
So that would be Appendix 3 List of Types of Records? Because that appendix only covers "Code, Name of Record, Form Version, and then a column for Notes". Is there another list I use or do I just create my own to address the other criteria i.e. retention time, storage location etc.?
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jckeller88 Mar 18, 2016
So then what about "4. Managing records kept on the basis of this document"? There is a chart listed there with the those fields but do I list all internal, external, and records etc. there or is that criteria meant to blanket for each of those categories of documents and records etc.?
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Strahinja Stojanovic Mar 18, 2016
Oh I'm sorry, you are right those information are defined in section 4 of each document
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jckeller88 Mar 18, 2016
So to clarify, the chart in section 4 is intended to be a list of all my documents and all my records? Meaning it will be several pages long? or do I list the criteria and that criteria is intended to apply to all the documents, records, Archives etc. that fall under those categories of documents and records?
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Strahinja Stojanovic Mar 21, 2016
No, it is meant only for records related to the procedure, each procedure has its own section 4 where you define all these details
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jckeller88 Mar 23, 2016
Can you give me some examples?
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Strahinja Stojanovic Mar 23, 2016
For example, procedure for documents and records defines what records are used when the procedure is applied and all those records are listed in the section 4 together with other information relevant for each record such as location, retention time, owner of the document and so on
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