Presentation Docu Control TQM Cell

8/6/2019 Presentation Docu Control TQM Cell

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Document & Data ControlDocument & Data Control

Presented by:TQM Promotion Cell

Knits Division


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OutlineOutline

Definition, Hierarchy, Types, etc. of Documents

Why do we need documents? What is a good

document?

Why are Records essential? Examples of Records.

Advantages of Document Control

Elements of Document Control

Essential Features in a Document

Implementation Steps for Documentation Control

SOP for Documentation Control at Knits Business

Division

Definition, Hierarchy, Types, etc. of Documents

Why do we need documents? What is a good

document?

Why are Records essential? Examples of Records.

Advantages of Document Control

Elements of Document Control

Essential Features in a Document

Implementation Steps for Documentation Control

SOP for Documentation Control at Knits Business

Division


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DefinitionsDefinitions

Documents: written policies, processdescriptions, procedures, and blank forms

Used to communicate information

Records: worksheets, forms, charts, labels,

Used to capture information, activities, orresults when performing a procedure

May be paper or electronic

Documents: written policies, processdescriptions, procedures, and blank forms

Used to communicate information

Records: worksheets, forms, charts, labels,

Used to capture information, activities, orresults when performing a procedure

May be paper or electronic


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Hierarchy of DocumentsHierarchy of Documents

PoliciesPolicies

ProcessesProcesses

Procedures /Procedures /

Work InstructionsWork Instructions

what to do

how it happens

how to do it -

(SOPs)


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PoliciesPolicies

The WHAT TODO

Statements of the organization's intent

Framework for the organizations QualityManual / Pricing Policy, etc.

The WHAT TODO

Statements of the organization's intent

Framework for the organizations QualityManual / Pricing Policy, etc.


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ProcessesProcesses

The HOW IT HAPPENS

Describes the steps involved to achieve

organizational objectives & carry outquality policies.

Usually represented in flow charts

Involves a series of steps, usuallyoccurring over a period of time

The HOW IT HAPPENS

Describes the steps involved to achieve

organizational objectives & carry outquality policies.

Usually represented in flow charts

Involves a series of steps, usuallyoccurring over a period of time


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SOPs / Work InstructionsSOPs / Work Instructions

The HOW TODO IT

The step-by-step instructions for

performing a single activity

The HOW TODO IT

The step-by-step instructions for

performing a single activity


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Why Do We Need Documents?Why Do We Need Documents?

Policies - communicate to customers &to employees

Standardising Processes & WorkMethods

Induction and other training

Instructions / Controlls

Policies - communicate to customers &to employees

Standardising Processes & WorkMethods

Induction and other training

Instructions / Controlls


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Good Documents Are:Good Documents Are:

Clear

Concise

User friendly

Clear

Concise

User friendly


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Avoid Drowning in Detail..Avoid Drowning in Detail..

BAD EXAMPLE: The purpose of thisprocedure is to document the

aforementioned activities, hereinafterreferred to as the prescribed tasks interms that preclude their execution in aninconsistent manner, wherein suchinconsistency may potentially result in theprescribed tasks delivering a result that isnot repeatable or reproducible

BAD EXAMPLE: The purpose of thisprocedure is to document the

aforementioned activities, hereinafterreferred to as the prescribed tasks interms that preclude their execution in aninconsistent manner, wherein suchinconsistency may potentially result in theprescribed tasks delivering a result that isnot repeatable or reproducible


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And Poorly Written ProceduresAnd Poorly Written Procedures

Why use ten words when one will do?

The items hereinunder referenced in

some cases fell excessively outsidenormal parameters.

The procedures contained herein are

applicable to all operations in thefollowing departments within theirfunctional ambit

Why use ten words when one will do?

The items hereinunder referenced in

some cases fell excessively outsidenormal parameters.

The procedures contained herein are

applicable to all operations in thefollowing departments within theirfunctional ambit


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RecordsRecords


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Why are Records Essential?Why are Records Essential?

For continuous monitoring

ForOrder tracking throughout process

To identify failures in equipment

To revisit information; reference

For use as a management tool

For continuous monitoring

ForOrder tracking throughout process

To identify failures in equipment

To revisit information; reference

For use as a management tool


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Examples:Examples:

Inspection Reports

Production Reports

Abnormality Handling Reports Complaint Handling Reports

Machine History Cards

Personnel Records Sales Records

Audit Reports

Inspection Reports

Production Reports

Abnormality Handling Reports Complaint Handling Reports

Machine History Cards

Personnel Records Sales Records

Audit Reports


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Document / Record ControlDocument / Record Control


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Document ControlDocument Control

Advantages:

Assures that the most current version is used

Ensures availability when needed Standardize the Processes & Work Methods

Facilitate improvement and to track the

changes made in Processes / SOPs Ensure we hold on to the gains made through

small improvements

Advantages:

Assures that the most current version is used

Ensures availability when needed Standardize the Processes & Work Methods

Facilitate improvement and to track the

changes made in Processes / SOPs Ensure we hold on to the gains made through

small improvements


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Document Control ElementsDocument Control Elements

A system for formatting and maintainingdocuments Uniform format

Legible and identifiable Approval, distribution, and revision process

Reviewed and updated Master log Availability

Relevant versions at point of use Archive

A system for formatting and maintainingdocuments Uniform format

Legible and identifiable Approval, distribution, and revision process

Reviewed and updated Master log Availability

Relevant versions at point of use Archive


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Documents of ExternalOriginDocuments of ExternalOrigin

Include in your document control system:

Machinery service manuals Industry regulations

ISOstandards

Include in your document control system:

Machinery service manuals Industry regulations

ISOstandards


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Implementation StepsImplementation Steps

Collect existing documents and records

Review and update

Determine additional needs

Develop or obtain

Documents, forms, worksheets, logbooks,reports

Involve stakeholders Notify staff of change / new document

Old documents replaced by new

Master list of documents u dated

Collect existing documents and records

Review and update

Determine additional needs

Develop or obtain

Documents, forms, worksheets, logbooks,reports

Involve stakeholders Notify staff of change / new document

Old documents replaced by new

Master list of documents u dated


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Summary: Document Preparation and

Control Process

Summary: Document Preparation and

Control Process

Approval

Issue /

DistributionReview

Revision

PreparationPreparation


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Document ReviewDocument Review

Regular review

by same function as authorized

Identification of alterations

if possible

Regular review

by same function as authorized

Identification of alterations

if possible


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Practices that could kill

Document Control

Practices that could kill

Document Control Photocopies

Notices on walls

if uncontrolled

Handwritten amendments

if unauthorised

Photocopies

Notices on walls

if uncontrolled

Handwritten amendments

if unauthorised

Presentation Docu Control TQM Cell

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