My Recent Posting of ISO Documentation

["R2 Innovations" <R2innovations -at- myna -dot- com>]

Judging by some of the responses to my recent post one, or both, of the 
following scenerios exists:
1.  I did not make myself clear.
2.  The responders do not understand, or have knowledge of ALL the 
requirements of an ISO-compliant quality system

Let me attempt to clarify the situation - - -

The ISO 9001 standard requires the following of documentation 
supporting and ISO-compliant quality system:
a)  the documentation be controlled to ensure that only the current
revision is being used
b) the documentation readily identify the revision status of the document 
being used
c) correct versions of documentation are readily available at ALL points 
where it is used in the organization

The ISO 9001 standard _does not_ allow the following:
a)  the use of any version of ISO documentation
b)  the use of uncontrolled copies of ISO documentation
c)  the existence of obsolete versions of documentation that are not 
readily identified as such in areas where the documentation is used

If you look at the logic of the above, you will see that the standard 
requires a company to have their documentation under control; to 
ensure that employees use only valid versions of the documentation in 
doing their jobs; and that obsolete documentation is clearly identified 
as such to prevent its use in performing work.  All of these preclude 
allowing employees to print a document when they need it, or use 
any copy they may have printed at some time previous:  they must use 
a copy of the correct version of the documentation that must be under 
some form of controlthat ensures it is the correct version.

From practical experience in a company that has been ISO 9001 
registered since 1994, this is one our greatest challenges, as the 
use of obsolete documentation to perform quality tasks still takes 
place., despite the controls implemented.  When these situations are 
found during formal ISO audits or internal compliance audits, 
findings are raised resulting in Corrective Actions being issued.

Hopefully this clarifies the situation and explains my previous 
posting with regards to allowing employees to print ISO documentation 
anytime they wish.

Ralph E. Robinson
R2 Innovations, Specialists in ISO 9000 Documentation

Author of "Documenting ISO 9000:  Guidelines for Compliant
Documentation", an APEX '98 Award of Excellence publication.
Email:  r2innovations -at- myna -dot- com
Web:    http://www.myna.com/~r2innovn/main.htm