Important Considerations Before Creating Documented Information

In daily operations, organizations rely heavily on documented information. This includes evidence of activity implementation and guidelines, which are typically recorded in either physical (e.g. paper) or digital form. While some organizations maintain extensive records, others keep only minimal documentation.

Implementing a management system in an organization can lead to an increase in documentation. In the past, the phrase 'Write what you do and do what you write and then record the results' was commonly used. This suggests that all activities should be documented and recorded in a specific format.

The more activities there are, the more documentation is required. It is important to ensure that the documented information is effective and efficient. However, in today's digital age, not all information needs to be documented on paper. Here are some tips for creating effective and efficient documented information:

• Do you truly require documented information? It is important to determine whether the activity necessitates guidance or not, and whether there needs to be evidence of its implementation. Not all activities require documentation. Activities that are general in nature and have little potential for inconsistencies or errors may not require guidance. For instance, if there are no unusual circumstances, you can open the door, turn on the lights, and start the computer.
• Provide a unique document number for each document: Avoid using the same document number for different document titles or using two different headings for the same document title. Create document numbers that are easy to understand and simple to avoid complicating the numbering system. Include the document number on every page of all documents to make it easier to identify missing or scattered pages.
• Provide page numbers: Including the total number of pages in the document would make it easier to identify any missing pages. For example, page 1 of 20. Remember to include this information on each documented page.
• Provide corporate identity: To enhance document identification, it is recommended to include the company logo or name of the document owner. This not only improves clarity but also adds aesthetic value. Additionally, using a colored logo can help identify if the document has been photocopied.
• Understanding others can be easy: We create this documentation to streamline our daily activities. We use language, terms, and formats that are already commonly used within our organization. For example, when describing a workflow, we can use descriptions, flow charts, or images. This is intended to avoid documents that are not read by interested people aka only as folder file fillers.
• Revision number: In some cases, work references may contain outdated information due to changes or adjustments made to the document. To avoid confusion, it is important to include the revision or change number of the document along with its effective date. Additionally, the revision number and date should be listed on all pages of the document.
• Is this a controlled copy? When using paper as a medium for documented information, it may be necessary to reproduce or copy the document. Therefore, it is important to control the copying process to keep track of how much of the document has been reproduced and distributed.

These practices serve as effective guidelines for ensuring that the documented information within our organization is not only efficient but also impactful. Essentially, the goal is to breathe life into the documents, making them valuable and practical for the involved parties. It's crucial to avoid creating documents merely as supplements or for the sake of having them. Additionally, refrain from investing time in generating unnecessary documents; instead, focus on making them truly effective and efficient.