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Records control intranet

Discussion in 'ISO 9001:2008 - Quality Management Systems' started by Padym, Mar 6, 2016.

  1. Padym

    Padym Active Member

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    Hello All,
    As an example, ABC is an IT technological product delivery and support organization. As such all transaction with department and client facing almost generated and saved online in intranet portal.

    Due to its availability in digital - it meets legible, readily identifiable and retrievable (not exactly if the same is available in the form of email)

    Other requirements to be established to define controls needed for

    1. Identification - as it is stored in intranet - with name of the file (Metadata)
    2. storage - please explain
    3. protection - server redundancy, controlled environment, proper backup of the data
    4. retrieval - though it is saved logically under respective depart / folder but can be easily retrieved by name.
    5. retention time - as per the internal and external party requirement
    6. disposition - delete and complete wipe after the retention time.

    please suggest any other points be taken care for records available in digital as such above. What care should be taken for records in the email to meet above requirements?

    Share your experiences.
     
  2. Qualmx

    Qualmx Well-Known Member

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    2 internal network or server.
    For backing up emails, from time to time you may backup the pst file which resides on every user's computer.

    Regards
     
  3. Andy Nichols

    Andy Nichols Moderator Staff Member

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    Please be careful. "Disposition" isn't the same as "disposal". Are there no records which may be archived? Moving records to an archive, under someone's authority might be needed. You might want to check that under some circumstances, records shouldn't be deleted/wiped without checking with an authority first.
     
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  4. Jennifer Kirley

    Jennifer Kirley Moderator Staff Member

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    Disposal versus disposition does not look complex when viewing it on wikidiff. The terms however take on very different meanings when viewing the discussion on itliquidators.
     
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  5. Andy Nichols

    Andy Nichols Moderator Staff Member

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    I use the same principles as are used for non-conforming products. NCP is "dispositioned", into a variety of states: use as is, rework etc. "Disposal" is but one option. Too many people believe that disposal is what's required, instead of understanding that regulations etc may change and require the records to be retained, instead, but moved to another repository...
     
  6. Qualmx

    Qualmx Well-Known Member

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    Right Andy
    For example if products have 1 year warranty,well, at least we need to have re ords available 1 year ,or maybe the goverment needs records for 2 years.
    After that time most of companies move records to off-site storage (electronic) or to other site (paper records). It is not advisible to keep them forever into the system.
    Rwgards
     

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