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The standard tells us that documents are regarded as being information (e.g. specifications or procedures as well as its supporting medium (e.g. paper or electronic). The standard indicates that with time these documents will evolve as new information supersedes outdated as well as that modification must be maintained. Ths also proves that the documents are forceful and lively. However, Records are stationary because of their historic nature. These are the documents which express the outcomes of activities undertook in accordance with the product realization , measurement, evaluation and growth procedures (e.g. calibration logs as well as non-conformance or corrective action reports). Moreover, it acts as a proof for the task being executed as instructed (e.g. inspection records). Necessities for Controlling Documents and Records Precisely what does ISO 9001:2008 inform us about assuring compliance with the principal prerequisites of document control procedures? Clause 4.2.3 tells us that an organization must control the documentation required by the quality management system as well as that a acceptable document control procedure must be executed to define the controls required to; accept, evaluate, up-date, discover changes, discover revision status as well as provide access. The document control procedure must evidently define the extent, goal, method as well as responsibilities needed to carry out these factors. ISO 9001:2008 does not define how a business ought to format its documentation, as many firms sustain a consistent business image, it is estimated that any business format will sufficient. Similarly; Clause 4.2.4 needs that a business must apply a documented procedure to define the controls required for the identification, storage, security, access, maintenance as well as disposition of records and also that these records must continue to be legible and identifiable throughout their maintenance time 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 crucial about Records? Records are an essential business resource; they provide the prime path for facts based verification as well as traceability, as well as are in a position to demonstrate compliance with buyer requirements. Records also prove the efficacy of the quality management system. Delivery of such records to a client is often a contractual and legal requirement. In some market sectors, for instance civil engineering, warranty records become a standard point of reference when identifying compliance with the intended layout and aiding to meet the desires prescribed by creating control authorities as well as the health as well as safety executive. These records are demonstrative of a contractor's job of care as well as that the end product is fit for purpose. The Document Control Function The document control function is an admin management action as well as operates on the frontline by assuring compliance with Clause 4.2 as well as the connected document control procedures as well as record control procedures. Generally, the document control function should have a direct report to the Quality Representative. To learn more about our Document Control Procedures please visit ISO 9001 Checklist:
http://www.iso-9001-checklist.co.uk/documentation-management.htm
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