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Control of Documents - posting Quality Policy on website and distributing in Employee Handbook

Discussion in 'Documentation Control, Procedures, Templates,...' started by Kate Carr, Jul 17, 2023.

  1. Kate Carr

    Kate Carr New Member

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    I just want to make sure that the eagerness of creating awareness of our QMS and posting of our Quality Policy on our website as well as distributing in Employee Handbook does not cause me a non-conformance. Is there any way I could do it without causing any issues (NOT CONTROLLED as a watermark, or NOT CONTROLLED IF PRINTED)?
     
    Kate Carr, Jul 17, 2023
    #1
  2. yodon

    yodon Well-Known Member

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    Do you feel these are necessary?
     
    yodon, Jul 17, 2023
    #2
  3. Miner

    Miner Moderator Staff Member

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    Do you have a process for keeping your website and your employee handbook up to date?
     
    Miner, Jul 17, 2023
    #3
  4. Andy Nichols

    Andy Nichols Moderator Staff Member

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    Avoiding a non-conformity isn’t assured - “auditor will be auditors”.

    What does your information control process specify for such things?
     
    Andy Nichols, Jul 18, 2023
    #4
  5. tony s

    tony s Well-Known Member

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    Do you mean if an auditor finds somebody is keeping a copy of the quality policy that is already obsolete, you'll be the one to get the NC ticket? Why should you assume the responsibility? Pass it on to the one who will keep a copy of the quality policy, even copies of documented procedures. Include a policy in your documented information control procedure that "document users or copyholders shall be responsible for ensuring that they are keeping the latest version of the organization's documented information". Then, let your internal auditors (during their scheduled audit) check if this policy is being observed. Anyone who violates, gets the ticket.
     
    tony s, Jul 20, 2023
    #5
  6. Golfman25

    Golfman25 Well-Known Member

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    A statement on the website should suffice — “printed copies are uncontrolled.”
     
    Golfman25, Jul 21, 2023
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  7. Jennifer Kirley

    Jennifer Kirley Moderator Staff Member

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    What would that do besides advertise there are uncontrolled documents on site?
     
    Jennifer Kirley, Aug 1, 2023
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  8. Jennifer Kirley

    Jennifer Kirley Moderator Staff Member

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    I suggest the web site is enough if employees have ready access to it. I don't see employee handbooks consulted regularly for anything anyway. You can also put up a wall copy in the lobby and where employees enter the building, if they don't come through the lobby.
     
    Jennifer Kirley, Aug 1, 2023
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  9. Golfman25

    Golfman25 Well-Known Member

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    Not sure what you mean. Seems like a common statement to make sure people are aware that the controlled info is on the site, not the printed document.
     
    Golfman25, Aug 2, 2023
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  10. Jennifer Kirley

    Jennifer Kirley Moderator Staff Member

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    It is very common, but I am not certain it makes people aware that the controlled info is on site. The effectiveness of this type of declaration would vary among organizations depending on their discipline involving controlled documents to begin with.
     
    Jennifer Kirley, Aug 5, 2023
    #10
  11. tony s

    tony s Well-Known Member

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    In instilling responsibility to keep only the current versions of documents among users of documents that were downloaded from our online database, the footer section of documents (e.g. procedures) contains instruction as indicated below:

    upload_2023-8-12_18-14-52.png
     
    tony s, Aug 12, 2023
    #11
  12. Quality.Goblin

    Quality.Goblin New Member

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    For us, the Quality Policy is in the Quality Manual and also posted in various areas throughout the shop. That way we have more control over distribution.
     
    Quality.Goblin, Sep 15, 2023
    #12