I am reviewing the document toolkit for a project that I am about to start with a client and have the following initial questions to ask.
The documents are stored in electronic format in most organisations, but nowhere on the document does the statement ‘uncontrolled when printed’ or similar appear in the header of footer
We have always inserted this statement into all documents within our work as otherwise a printed document could be picked up and used without checking that it is the latest version.
We also note that a lot of certification bodies would pick up a non-conformance in these instances. Can I ask why this statement is not included on all electronic documents please?
Improvement / non-conformance log
I cannot find a register for non-conformance or what I would call an improvement log / register. The toolkit has a corrective action procedure and a corrective action form template only.
We would always include an improvement log where all non-conformalities and improvement suggestions (complaints, Issues, Improvement ideas and changes to documented information, processes or context) are recorded according to their source. In other words a spreadsheet register that matches the con-conformance form fields but allows one to view all non-conformities / issues in one place without having to sift through a pile of forms to find out which ones are overdue or still open.
I don’t understand the document control procedure as it does not state how a change request is raised for consideration (document change request for instance)
Again we would not call this a non-conformity but it would be raised in the improvement log prior to any change of document being authorised. What is this ‘Track changes’ referring to please?
The procedure states
All changes to the document must be made using "Track changes," making visible only the revisions to the previous version, and must be briefly described in the "Change History" table; if Track changes option is unavailable, or if the changes are too numerous, then the Track changes option is not used.
Each document should preferably have a "Change History" table used to record every change made
The toolkit does not contain a document register?
This is going to make it difficult to show the version of all latest documents – most cert bodies in my experience are looking for a master document register.
Hope that makes sense and apologies if I am missing something