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Documentation course
1. Documents
and
Records
-
Module
16
1
Scenario
• Inspection Reports
• Quality Manual
• Audit Results
• Standard Operation
Procedures (SOPs)
• Summary of Audit
findings from on-site
Audits
• report of corrective actions
• Non conformances form
(blank form)
• Quality Control record (blank
form)
• Daily Maintenance log
(completed)
• Stock Cards and Stock Book
(completed)
• ETC
You have found all these papers lying on a
desk. Which of these are documents and
which are records?
2. Why do Organizations need to manage
documents and records?
To find information whenever it is needed!
provides individuals with the information to
perform a job properly
ensure permanence irrespective of personnel
change/turnover
provide concise set of requirements
facilitate consistency of quality activities
facilitate monitoring activities and
quality system audits
Documents
and
Records
-
Module
16
2
3. Why do Organizations need to
manage documents and records?
It minimizes opportunities for
miscommunication
When historical data are being evaluated for
current use, documents can also be valuable
convey requirements simultaneously to all
concerned personnel
facilitate effective change control
indicate compliance with organizational
governmental requirements
Documents
and
Records
-
Module
16
3
4. Documents
and
Records
-
Module
16
4
Documentsand Records—Howdo they differ?
ISO 9000:2005
Documents
Information and the
supporting media
communicate
information via policies,
processes, and
procedures
need updating
Records
Evidences of activities
performed
capture information on
worksheets, forms,
labels, and charts
permanent, do not
change
RECORDS
8. Documents
and
Records
-
Module
16
8
Common Document Control Problems
•outdated documents
•too many documents are
distributed and the system
cannot be maintained
•lack of control of documents
of external and internal origin
•Lack of a central control of
documents
•Lack of communication of
requirements
10. Documents
and
Records
-
Module
16
10
Policies - The “WHAT TO DO”
“A written statement of overall intentions and
directions defined by those in the organization and
endorsed by management.”
Policies:
tell “what to do” in a broad and general way
include the organizational mission, goals, and
purpose
serve as the framework for the quality system
should always be specified in the quality manual
11. Documents
and
Records
-
Module
16
11
Processes- The “HOWIT HAPPENS”
A “set of interrelated or interacting activities
that transform inputs into outputs.” (ISO
9000 4.3.1)
Processes:
• describe the steps involved to carry out quality
policies
• easily represented in flow charts
• involve a series of steps, usually occurring over a
period of time
12. Documents
and
Records
-
Module
16
12
Procedures- The “HOWTO DO IT”
Procedures, Standard operating procedures (SOP)
step-by-step instructions for performing a single activity
Job aid
a shortened version of the SOP
does not replace the SOP
Work Instruction
a detailed version of the SOP
does not replace the SOP
Needed where more information is required
14. 14
Documents for work processes should
be accessible to staff at the work site :
• instructions on performing activities
• SOPs required by Standard
• SOPs required by Organisation
• Quality manuals
16. 16
Examples of Purpose:
This procedure defines the minimum steps required
for creation and control of information and documentation
for PRN in compliance with the requirements of
ISO 9001:2008 Quality Management System Standard.
To eliminate the cause of existing nonconformities in
order to prevent recurrence
To identify the method of accessing the legal and
other regulatory requirements applicable to
PRN’s operations and the up-date of the Register of
legal regulations requirements.