# Presentation: 404130

## Workshop

**Major Revision to Subject Area:**
**Document Control**
**(Formerly Internal Controlled Documents)**
**Presented by:**** Steven Stein **
**Quality Management Office**
**May 29, 2008**

**Workshop**

## Thanks to the Revision Team

- 	**J. Selva****J. Usher****G. Goode****R. Costa****P. Carr****D. Passarello****C. Burke****K. Fox****R. Sabatini****R. Gill****J. Bullis****C. Wood****N. Contos****R. Selvey**

## OUTLINE

- Reasons for changes
- Revised/New Requirements
- Implementation Plan
- Questions/Comments

## Reasons for changes

-  Functional document control process is essential to operations at BNL
-  Recent ISO 14001 and OHSAS 18001 assessments indicated improvements in document control process were needed
-  Personnel do not know what documents to control - provide specific examples of documents that needed to controlled and those that do not
-  Address documents of external origin(ESH only)

## Revised/New Requirements

- The subject area was renamed Document Control.
- The _[Document Control Flowchart ](file:///DocControlFlowchart.pdf)__was updated._
- Section Developing New Internal Controlled Documents was changed to Controlling Documents
- Scope was changed from developing documents to determining if a document needs to be controlled.
- Programmatic, security, and ESH criteria were added for determining when to control a document.
- A section on Controlling Documents of External Origin was added.

## Revised/New Requirements (cont’d.)

- Three exhibits were added:
- _[Examples of Controlled Documents ](file:///Exhibit%20-%20Examples%20of%20documents%20that%20need%20to%20be%20controlled.doc)_
- _[Examples of Uncontrolled Documents](file:///Exhibit%20-%20Examples%20of%20documents%20that%20do%20not%20need%20to%20be%20controlled.doc)_
- _[Examples of Controlled Documents for Environmental Management System (EMS) & Occupational Safety and Health (OSH) Programs](file:///71_Exh8.doc)__._
- The elements for the types of controlled documents was updated.
- An original document/file is maintained per the Records Management Subject Area.

## Document VS Record

- A document tells you what to do
- A record tells what you did
- A document comes before the job; record comes after

## Required Elements for Controlled Documents

| Document Type | Required Element (Min.) |
| --- | --- |
| Plans, (e.g., Emergency), manuals, procedures, or work instructions | - Unique identifier (e.g., title, number, or subject);
- Revision designation (e.g., Rev. 0, Rev. A, or date);
- Approval(s) |
| Controlled form (e.g., checklist, log) | - Revision designation (e.g., Rev. 0, Rev. A, or date). |
| Operator aid | - Issuer, e.g., person (name, signature, or initials) or organization who issued/posted it. |

## Implementation Plan

- _[Implementation Plan](file:///Implementation%20Plan%20Document%20Control.doc)_
- Apologies to Steve Coleman!!!
**Note:** There is an assessment scheduled for Aug. 2008  on the effectiveness of implementing the requirement of periodic review in the SA. (This is an institutional ATS action)

## Questions/Comments 

** **

## For more information

- Steven Stein, SME Document Control, X5694

## Back up slide

- _[Document Control Requirements](file:///Document%20Control%20Requirements%20rev%202.doc)_