Tips for Controlling Documented Information

In an organization implementing a management system, documented information becomes a necessity. This is because we aim to ensure that activities run consistently and are easily traceable when needed.

At times, documented information is required to be used in multiple locations, and thus, we must ensure that all their needs are met. Duplication is one method that can be employed, followed by placing it in a location accessible to everyone who requires it. However, alongside this, there are also risks associated with documented information, including:

• The use of expired documented information sometimes occurs due to uncontrolled document copying, leading to instances where changes are not reflected.
• The use of illegal documents.
• Damage to documented information due to inappropriate use.
• Illegal duplication due to a lack of awareness regarding document copying.
• Inaccessibility of softcopy documents due to damage or other reasons.

To mitigate the risks associated with documented information, it is essential to implement control measures. Here are several actions we can take:

1. Quantify the Amount: Determine the quantity by creating a list of all documented information used in the organization, categorizing them based on types such as work procedures, instructions, legal regulations, forms, etc.
2. Authorization Verification: Ensure that all documented information referenced within the organization is authorized by designated personnel, identified (e.g., using document numbers), and controlled upon distribution.
3. Identify Users: Recognize individuals or departments in need when distributing. Consolidate this information with the documented information list for easier traceability.
4. Recognize Formats: Understand that documented information exists in both physical and soft file formats, including both master and copies. It is beneficial to have detailed information for easier tracking.
5. Assess Importance and Frequency of Use: Evaluate the significance and frequency of use to assist in proper placement. Typically, less frequently used documents are stored in more internal locations than frequently used ones.
6. Implement controls over distributed/replicated documented information. Ensure that we track how many times we have duplicated and where they have been disseminated. One way to achieve this is by creating a distribution list for each document and placing it on the last page of the master document.
7. If your documented information is in hardcopy form, ensure that only specific individuals can use the master document to minimize the risk of damage or loss. It is also essential to create softcopy backups and store them securely.
8. For softcopy formats, ensure you have backups and periodically check both the master and accessible copies for users to ensure their conditions are secure. Store backups in a secure location and ensure that the computer network is in good condition.
9. Ensure that users only utilize documents distributed to them (not the master document).
10. If necessary, conduct document audits for all distributed documents to ensure their presence and condition. If any are missing or damaged, retrieve and replace the damaged document copy, and don't forget to make a record.
11. Sometimes, outdoor placement of documents may lead to fading and illegibility due to weather conditions. Replace these document copies periodically to ensure legibility.
12. For documented information adopted from external sources and used as a reference, regular reviews are necessary to ensure it remains up to date.
13. The use of a master list of documents greatly aids in controlling documented information. Include detailed information on all documented information used and regularly review and update it.
14. Prepare a contingency plan for instances where documents are lost or damaged temporarily, and the documents are urgently needed.

Therefore, it is crucial for us to establish a documented information control system within our organization. It's not just a formality but an added value for the organization to continually improve.