I was hoping to get some more information in regards to the 3.1 Creation and identification of documents section in the Procedure for Document and Record Control.
There is a bullet that says:
Records are coded in the following way: [describe the organization’s standard practice].
To the best of my knowledge we have never “coded” any records in any particular way so I’m working on creating the logic for this.
The paper offers an example of adding a numerical number after the procedure’s document code but I’m not sure what I’m supposed to do with that record code after we’ve assigned it.
· Does that code need to be on the record?
· If so, how does that work with forms and their code?
o For example, say we have a procedure on logging non-conforming material. The procedure is coded “PR-001”, we have a form the employee needs to fill out coded “PR-001-F”, the employee fills it out and now it’s considered a “record” so what should the record be coded and does that now need to be written on the record itself?
· Also, how does that code need to appear on things that are run automatically like for example, backup logs? Do we just add that code to the file name of the backup?
I realize all of this is up to our discretion and I may be WAY overcomplicating this, but I’m drawing a blank on how to set it up.