Suggestions on creating an auditable Standards Collection

Suggestions on creating an auditable Standards Collection

Step 1: Gather and identify all standards on premises

Please set aside a central area that will become your controlled standards center. Find all copies of standards owned by your organization. They may be in bookcases, desk drawers, and with bids and contracts, as well as in a "standards library" environment.

Please create a list of the documents you discover. You may wish to use a spreadsheet format so that you can make this the working document for the process of gaining control of your standards.

You may also want to procure a spreadsheet report from Document Center Inc. of the standards you've purchased from us. This would also make a good starting point.

Put the following information on the report: Document number, title, additional modifiers like amendments or errata, and the dates of each component you have.

Step 2: Audit the list

Send the report of what you actually have to Document Center Inc. We will generate a quote for you. This quote (or quotes) will have only those items in your collection that need to be upgraded in some way to become current.

Any items not on the quotes will be "current".

Step 3: Review the audit

When you have the audit in hand, you will need to divide your existing collection and your list of documents into 2 groups.

The first group of documents will be your controlled list of documents. These will be the documents that are essential for your business and that you wish to maintain in your collection. When these items are modified, you will probably choose to purchase the new releases.

The second group will be your "one time purchases" group of documents. They will not be housed in the same area as your controlled group. They may be assigned to the person who requested the document, or they may be centrally housed. You will be notified when they change, but you will probably not purchase the new revisions, because the standard is not part of your normal business. You may, however, choose to put the modification notification with the standard itself so that someone will not inadvertently use obsolete information.

Step 4: Mark obsolete documents as 'CANCELED'

It is essential that any obsolete document is clearly marked. Get a stamp at any office supply retailer for your on-going use. There will be obsolete documents in both areas, controlled and non-controlled collections. These documents should be retained for historical purposes (legal support for your manufacturing practices).

Step 5: Purchase the upgrades for your controlled documents

You will maintain your controlled documents as "current" status on an on-going basis. Should you choose to not purchase an update for one of these items, you will move it to the non-controlled section of your standards area.

Step 6: Get the 2 lists on Document Center Notification Service

You will provide Document Center Inc. with your 2 lists: Controlled and uncontrolled standards. Provide us with a single point of notification for these items, along with an email address. Should you have more than 1 physical location, you may wish to also segregate the documents by site.

You will determine at this time whether you need nightly review of the status of your documents (premium service) or if periodic review (every 2 to 5 weeks) will suffice.

Some of your collection may already be on the service, and if you purchase updates for your existing collection, that may also put those documents on the service. You will work with Document Center until it is clear to both organizations which items are in which document sets.

Step 7: Develop a clear line of communication for updates

When changes occur, the single point of notification will get an email. You'll need to have a process for informing the specific employees who need to review the changes and authorize purchases/changes to document status.

For example, for one time purchases where the document resides with the user of the information, a notification on a change is essential for that user. This is important because the user of obsolete information carries a legal liability. A good documentation control process provides protection for your organization.

Step 8: Assign responsibility for the controlled collection

Your last issue of concern is the physical collection itself. A controlled collection is controlled. You may wish to have a company policy that requires the use of standards at a particular location. Or you may prefer a library-type of check out and check in process. Some things to consider when providing for a physically secured standards area are:
  1. How to organize the collection in the first place.
    1. Here at Document Center we sort the physical documents by source organization and then in alphabetical order.
  2. How to remove and replace the documents from the collection.
    1. We use a sheet of red paper with the following information when a document is removed from the shelf: Document number, date, name of the person taking the document from the shelf. When items are replaced, the red sheet of paper is removed and a white piece of paper takes it's place, showing who has re-filed the document. The document is left sticking out an inch or two so that it can be confirmed by the collection "owner" that it has be replaced correctly.
  3. How you'll handle a "check out" process if you want one
    1. If your collection isn't too extensive, you can use index cards. Or you can set up an electronic process to monitor this.

Step 9: Review your collection periodically

On occasion, staff mislays notifications, etc. It is not a bad idea to get a listing of your controlled documents on a yearly basis and just review for corrections. Also, staff has been known to remove documents from the controlled area in error. You may need to search down missing copies to avoid use of obsolete information.

Document Center reports support this essential function on an on-going basis.