JUNE 2007 

The Master List--A Great Tool for Document Management 

By Elizabeth Gentry 

I am often asked, "What documents make up our management system" and "Is there a 

simple and efficient way to maintain and keep track of these publications?" Management 

system documents are comprised of the laboratory quality manual, appendices, standard 

administrative procedures (SAPs), good measurement practices (GMPs), good laboratory 

practices (GLPs), standard operating procedures (SOPs), checklists, and forms, but also 

include regulations, standards, normative documents, drawings, software, specifications, 

instructions, and manuals. The management system includes documents from both 

external and internal sources. External sources may include organizations like NIST, 

NVLAP, ASTM, OIML, and ISO/IEC to name a few. 

ISO/IEC 17025:2005, General Requirements for the Competence of Testing and 

Calibration Laboratories, notes that the term "document" can be broadly applied and 

includes "policy statements, procedures, specifications, calibration tables, charts, text 

books, posters, notices, memoranda, software, drawings, plans, etc. . ." This broad 

definition essentially means that laboratories are faced with the task of managing huge 

numbers of documents in both hard copy and electronic formats. 

Not to worry, ISO/IEC 17025:2005 provides an effective tool to keep track of them 

all...the Master List. The Master List is used to list all of management system documents 

in one place. All laboratory personnel can go to this list to make sure they are using the 

correct version of any management document. The Master List specifies the current 

revision and distribution of each document. Not only does the Master List help prevent 

invalid or obsolete documents from being used, but helps avoid time-consuming 

corrective actions. 

The Master List may be a stand-alone document or it may be included in a document 

control procedure (Section 4.3.2.1 b). Laboratories that based their system on the quality 

manual template (NISTIR 5802, compliant to ISO/IEC Guide 25:1990) will find Master 

List components located in QM 2 (References and Definitions), Appendix H (Procedures 

List), and Appendix N (Document Control). Note: numbers in parenthesis represent 

section numbers in ISO/IEC 17025 or NIST Handbook 143. 

They say spring is the season to clear out the clutter and streamline our lives. We often 

apply this idea in our home closets or garages. Since laboratories are required to 

periodically review management system documents to ensure continuing suitability and 

compliance with requirements (Section 4.3.2.2), they should apply the house cleaning 

principle to the Master List as well. Laboratories with large numbers of documents often 

develop a review schedule to spread their review work throughout the year, making it 

easier to fit into their busy calibration schedules. Management system document review 

activities can be summarized and the Master List updated during the annual quality audit. 
Laboratories are also guided to use the latest valid edition of standards and methods 

published in international, regional, or national standards when possible (Section 5.4.2). 

Current versions of technical, quality, and proficiency testing publications are on the 

WMD website (http://www.nist.gov/labmetrology). What happens when a new standard 

or method is issued mid-year? If it is permitted by the laboratory's document control 

procedure, an authorized individual can review and adopt the procedure, followed by a 

hand-marked change (with date and signature) on the controlled copy of the Master List, 

thus designating the new version until the next time the quality manual is updated. 

It is important to evaluate whether all Master List documents are necessary and 

appropriate to the laboratory's current scope and calibration activities. Why maintain 

procedures for calibrations that are not even performed? Removing unnecessary 

documents can make an instant impact and streamline document control efforts. 

What about obsolete documents or those needed for either legal or historical purposes? 

These documents are not included in the Master List, but should be suitably marked so 

laboratory personnel do not mistake them for active documents. Some laboratories have 

found it useful to designate a well marked storage location for their obsolete and historic 

documents to help ensure they are not unintentionally used. 

New Master List Resource Available Online 

WMD has developed a new resource of externally generated metrology publications to 

assist in developing and reviewing Master Lists. Laboratories should only include 

documents that are appropriate to the current WMD Recognition or NVLAP 

Accreditation Scope. Remember, the template Master List is not an all inclusive list, but 

simply a snapshot in time. Organizations are constantly revising and updating their 

publications. This list is posted online at the WMD website 

(http://www.nist.gov/labmetrology).