Controlling Records Procedure

Controlling records is key to organizing information generated while your service is performed.

  1. Directors & managers establish records to provide evidence that realization processes and products conform to requirements and to provide effective operation of the Quality Management System.
  2. Employees maintain records to provide evidence that realization processes and products conform to requirements and to provide effective operation of the Quality Management System.
  3. Records are a sub-set of documents, and as such employees control them like other documents (legible, identifiable, and retrievable).
  4. Unless otherwise specified, employees will securely store records for a retention time of at least 2 years & then dispose of properly as necessary.
  5. If a process that isn’t documented with a procedure, flowchart, etc has electronic records, employees store the electronic records in ABC’s DCS.
  6. If a process that isn’t documented with a procedure, flowchart, etc has paper records, employees store the paper records in paper files at each site.
  7. If a process that is documented with a procedure, flowchart, etc has electronic records, the writer of the process documentation will ensure the procedure, flowchart, etc tells the employees what standard key words to include in the name of the record. This will help employees retrieve all records of a certain type using the search engine in ABC’s DCS.

Definitions:
  • ABC = Fake name of company used in our procedures.
  • DCS = Document Control System for users to write, approve, publish, find, & read controlled documents.
Comments