This document discusses the difference between documents and records and why organizations need to manage them. Documents communicate information through policies, processes, and procedures and need updating, while records provide evidence of activities and do not change. Properly managing documents and records helps organizations ensure consistent quality activities, facilitate monitoring and audits, and minimize miscommunication. It also allows historical information to be evaluated for current use. Documents include policies that state general intentions, processes that describe activity steps, and procedures with detailed instructions. Records capture specific activity information like worksheets and forms.

1. DocumentsandRecords-
Module16
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
DocumentsandRecords-
Module16
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
DocumentsandRecords-
Module16
3

4. DocumentsandRecords-
Module16
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

5. 5
Clarity index
Theclarityindexisameasureoftheeaseordifficultyofreading
apieceofwriting.Theprocessismechanicalandobjective.
CI = SL + LW%
SL - Average sentence length (total words/sent =15)
LW% - Percentage of long words ( ≤3 syllables =15)
(Sample approximately 200 words)
• CI>40 - text difficult to understand
• CI<20 - text abrupt & impolite
• CI~30 - typical conversation or press article
CHARACTERISTICS OF A DOCUMENT

6. DocumentsandRecords-
Module16
6
Numbering System
•need uniform numbering system
•do not change a current system that
works one system:
•Org/Loc-Dept-Doc type-Serial number-
Rev status

7. Why Document Control
DocumentsandRecords-
Module16
7
assures that the
most current
version is used
ensures availability
when needed
organizational tool

8. DocumentsandRecords-
Module16
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

9. Policies
ProcessesProcedures
DocumentsandRecords-
Module16
9
Organisation
Documents

10. DocumentsandRecords-
Module16
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. DocumentsandRecords-
Module16
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. DocumentsandRecords-
Module16
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

13. DocumentsandRecords-
Module16
13
Good Documents are:
•clear
•concise
•user-friendly
•explicit
•accurate
•up-to-date

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

15. DocumentsandRecords-
Module16
15
Standard Operating Procedures
(SOPs) are documents that:
describe how to perform a activities using
step-by-step instructions
written SOPs help ensure:
•consistency
•accuracy
•quality

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.

17. DocumentsandRecords-
Module16
17
Document Preparation and
Control Process
Preparation
Review
Issue
Distribution
Revision Approval