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    Controlled Documents

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    Renjith Rajan
    The document discusses controlled documents and document control. It defines controlled documents as documents that are subject to approval, review, and update processes to ensure accuracy. There are two main types: management documents that provide an overview of a quality management system and operational documents that provide detailed implementation information like procedures. Not all documents need to be controlled. The key aspects of document control are identifying revisions, approving changes, and properly handling obsolete documents. Document control is important as it increases accuracy, improves communication, reduces costs, ensures regulatory compliance, and enhances customer satisfaction.

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    © All Rights Reserved
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    Controlled Documents

    Uploaded by

    Renjith Rajan
    13 views3 pages
    The document discusses controlled documents and document control. It defines controlled documents as documents that are subject to approval, review, and update processes to ensure accuracy. There are two main types: management documents that provide an overview of a quality management system and operational documents that provide detailed implementation information like procedures. Not all documents need to be controlled. The key aspects of document control are identifying revisions, approving changes, and properly handling obsolete documents. Document control is important as it increases accuracy, improves communication, reduces costs, ensures regulatory compliance, and enhances customer satisfaction.

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    The document discusses controlled documents and document control. It defines controlled documents as documents that are subject to approval, review, and update processes to ensure accuracy. There are two main types: management documents that provide an overview of a quality management system and operational documents that provide detailed implementation information like procedures. Not all documents need to be controlled. The key aspects of document control are identifying revisions, approving changes, and properly handling obsolete documents. Document control is important as it increases accuracy, improves communication, reduces costs, ensures regulatory compliance, and enhances customer satisfaction.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    13 views3 pages

    Controlled Documents

    Uploaded by

    Renjith Rajan
    The document discusses controlled documents and document control. It defines controlled documents as documents that are subject to approval, review, and update processes to ensure accuracy. There are two main types: management documents that provide an overview of a quality management system and operational documents that provide detailed implementation information like procedures. Not all documents need to be controlled. The key aspects of document control are identifying revisions, approving changes, and properly handling obsolete documents. Document control is important as it increases accuracy, improves communication, reduces costs, ensures regulatory compliance, and enhances customer satisfaction.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    Controlled documents

    As per ISM code element 11. DOCUMENTATION

    11.1 The Company should establish and maintain procedures to control all document sand data which
    are relevant to the SMS.

    11.2 The company should ensure that:


    .1 valid documents are available at all relevant locations;
    .2 changes to documents are reviewed and approved by authorised personnel, and
    .3 Obsolete documents are promptly removed.

    11.3 The documents used to describe and implement the SMS may be referred to as the Safety
    Management Manual. Documentation should be kept in a form that the Company considers most
    effective. Each ship should carry on board all documentation relevant to that ship.

    Definition

    A controlled document is a document that is subject to certain controls to ensure its accuracy and
    completeness. In order to be considered a controlled document, it must meet certain criteria, such as
    being approved by a designated authority and having a defined review and update schedule.
    There are two main types of controlled documents: management and operational documents.
    Management documents are typically high-level documents that provide an overview of QMS. These
    could include your quality policy, objectives, and scope. Operational documents, on the other hand,
    provide more detailed information on how your QMS is implemented. These could include
    procedures, work instructions, and records.
    It’s important to note that not all documents need to be controlled. The decision of which documents
    to control should be based on the document’s importance to the quality management system and the
    potential impact of changes to the document. So, for example, meeting minutes that are not critical
    to the operation of the quality management system may not need to be a controlled document.

    Revision
    A way to identify revised documents is to be included, if employees need to know which is the most
    current. Typical document control measures use a revision table on each document to enter a brief
    note about what was changed and a revision number with a date. If you don't need to record changes,
    you can use a running number sequence at the end of the document number to identify the revision
    number, or enter the date of the most recent revision in a prominent place. The key is that employees
    who have two versions of a document must be able to tell which is the most recent.

    Approval

    Before a document or a revision is issued, it must be approved. Typically, approval involves a signature
    or initials near the document identification number. The person who prepared the document or
    carried out the revision can sign for the approval if he carries out the approval as a task that is separate
    from the work of preparing the document. Otherwise, a supervisor or manager typically approves and
    signs for the document or revision.

    Obsolete Documents

    Document control has to include a procedure for dealing with obsolete copies of documents. An
    employee who receives a new revision has to follow the procedure to make sure that only the new
    revision is made available to employees who need to consult the document. A typical procedure asks
    the recipient of the revised document to destroy or return the obsolete version. Alternatively, if the
    employee wants to keep the obsolete document for his records, the employee can stamp the obsolete
    document with a red stamp that places a red text reading "obsolete" across the face of the document.

    IMPORTANCE OF DOCUMENT CONTROL


    INCREASED ACCURACY

    One of the most important benefits of Document Control is increased accuracy.

    Document control helps create a centralised repository for all organisational documents, making it
    easier to track and update documents as needed. It also helps ensure that only authorised personnel
    have access to documents, reducing the risk of accidental changes or unauthorised alterations.

    IMPROVED COMMUNICATION
    Document control also helps ensure that everyone in the organisation is using the same up-to-date
    information. This reduces misunderstandings and makes communication more efficient.

    REDUCED COSTS
    By having a central repository for all organisational documents, you can eliminate the need for
    duplicate copies. This can save money on printing and storage costs.

    IMPROVED REGULATORY COMPLIANCE


    A well-managed document control system can help your organisation meet ISO 9001 requirements
    and other regulatory standards.

    ENHANCED CUSTOMER SATISFACTION


    When your organisation is able to provide accurate and up-to-date information to customers, they
    will be more satisfied with your products and services.

    More benefits:
    • It minimises the risk of data loss
    • Faster product development
    • It provides an audit trail for documents, which is useful for tracing errors or discrepancies

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