Quality Progress - February 2014 - 8

EXPERTANSWE Control the right documents changes or is updated, users must receive to review the documents on an established Q: In my organization, we have about 9,000 the updated information. schedule. controlled documents for eight business Therefore, the fundamental elements Set a productivity goal for reviewing the units. We think it is too much and are of controlled documents are that they documents (X documents per month) and discussing what really should be a con- are correct, current and have a defined evaluate progress toward the goal. trolled document. For example, we have distribution. The necessary controls include a controlled document for each standard review and approval of the documents by trative burden by following these steps to analytical procedure for each product. What qualified personnel and timely distribution evaluate each document: are the fundamental concepts that define to a defined list of recipients. If there are 1. Determine if the document refers to when a document should be controlled? any documents that do not require these current products and processes. If the controls, it is likely they do not need to be process or product is obsolete, the controlled documents. document will not be updated in the Vlamir Kanashiro Paulinia, São Paulo, Brazil The burden of maintaining 9,000 con- Reduce the document control adminis- future. Therefore, it may not need to be A: For a business to operate efficiently, trolled documents must be considerable. controlled. Contact your legal depart- information must be shared. That informa- Reviewing those documents to reduce the ment to determine how long it should tion may be captured in work instructions, burden will be a monumental task. There procedures, policies, diagrams or other is an old adage, "How do you eat an el- documents. The information must be cor- ephant? One bite at a time." Here are some ument establishes requirements that rect and distributed in a timely manner to suggestions to get through it: must be followed or if the information the people who use it. If the information Within each business unit, select a team be archived. 2. Determine if the information in the doc- is for guidance or reference. Guidelines and reference documents may not need controls. 3. Review the revision history to determine how often the information in the document is updated. If your document system requires periodic review of each document, you may be able to extend the review cycle for documents that are not updated often. If the document will never be updated, it may not need controls. 4. Determine if the distribution list is current. You may be able to remove recipients from the list who no longer need it. 5. Evaluate whether individual documents can be combined into a single document. For example, does it make sense to create a book of analytical procedures instead of maintaining individual ones? Note that this idea is more practical for electronic documents than for printed ones. The overall objective of the review 8 QP * www.qualityprogress.com http://www.qualityprogress.com

Table of Contents for the Digital Edition of Quality Progress - February 2014

Up Front
LogOn
Expert Answers
Keeping Current
Mr. Pareto Head
Learning From Experience
Choose Wisely
A Pathway for Patients
Hoist Help
3.4 per Million
Quality in the First Person
Measure for Measure
Career Corner
Statistics Roundtable
Standards Outlook
SPECIAL SECTION: Six Sigma Resource Guide
QP Toolbox
QP Reviews
Back to Basics

Quality Progress - February 2014

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