Control of Documented Information Training | Control of Documented Information | ISO 9001 7.5.2

This and the following video focus on control of documented information training. I will walk you through our Document Change Record or DCR process to clean up and validate new or revised documents. Our DCR process includes eight steps.
• Identification of the record;
• Reason for the change;
• Waste management;
• Duplicates check;
• Document validation record;
• Training requirements;
• Form verification and approval; and
• DCR filing
First, we assign the DCR number, record the document title, and revisions from, and to. The DCR number comes from the Business Management System Structure or BMS. We will talk about the BMS in the following videos. In short, it is a network folder where an organization keeps all, and I emphasize all, its management system documents and records. So, our sample record is DCR - 23 03 10 dash 1. We use this record name convention: year, month, day dash sequential number for the day for each of our records: DCRs, corrective actions, Purchase orders, and others. The following line identifies the document title we will change and the revision from and to.
We plan to revise the Management Review PowerPoint Template from Revision R01 to R02 in this example.
The following line is the reason for the change. We will add a missing topic in the management review template. You can select correction, improvement, or validation in the drop-down menu. Not many companies identify the reason, but it is essential to know the percentage of changes due to previous mistakes. I have seen corrections percentages in DCRs as high as 30 percent, with anybody's guess what this rework cost the company. Now, if we classify the change as a correction, it means there was a mistake or a non-conformity. This is why I recommend documenting corrections as non-conformities to understand their root causes. Non-conformities are good stuff - they help you to learn from previous mistakes if you document them, of course. We get the non-conformity number from our BMS Structure, similar to the DCR number.
Now let's continue our control of documented information training; it is time to ensure our new or revised document is clear and concise. This table lists the company's typical deficiencies in its procedures:
• They may include
• Not the current revision of the document template
• Spelling and grammatical errors,
• Duplicate information,
• Lack of validation and others
You can modify the table as you wish to address your company's usual deficiencies in documents. As in the previous section, you can select the status of each category with the drop-down menus. After completing the waste table, we may find that, for whatever reason, some categories may not align with the waste filter's requirements. This section in the DCR serves as a justification of why this or that category, otherwise unacceptable, is permissible in this particular document. In our example, there were no deviations from the requirements, which we documented in this section.
The following part intends to check for duplicate requirements in the system. For example, how often can you see the management review template requiring an evaluation of the status of internal audits and, at the same time, read in the Audit procedure a requirement to submit the results to the management review? I do not know what about you, but I see it daily in my practice. This section invites you to search for the keywords throughout your procedures to see if there are any duplications.
Let's summarize our discussion today:
• All corrections are the result of previous non-conformities;
• Investigate and trend the root causes of such non-conformities;
• Create your company's waste filter to release your procedures straightforward and concisely, and
• Check for duplications.
This is all for today folks. In the following video, we will continue discussing the control of documented information training. We will talk about validating changes to documents.
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