Control of Records for your Quality Management System

It’s a great idea to control your company’s records. By controlling, I mean that your organization should store important records in a secure environment, with access available to those who truly need to see the records, and access prevented from others. Controlling records pertaining to your quality management system is a requirement of an ISO9001:2000 quality system.

One of the beautiful things of ISO9001:2000 is that it gives you great latitude in how you choose to meet the requirements. As long as your methods are effective and will pass the scrutiny of a third-party auditor, you can do things pretty much how you like.

Records can be controlled in several ways…at least a couple I can think of. Of course, there’s always the paper variety, locked in a cabinet in an office. There are a few pros and cons to this method. Pros include simplicity and…um…simplicity. You don’t have to be a computer scientist to file pieces of paper in a cabinet. This doesn’t require any backup, passwords, or the like. Some cons include the fragility of paper, it is easily damaged or lost. And if you only have one copy, it might be inconvenient for some members of your team to see records that they need.

These days many people keep their records electronically, on their computer network. More on this later.

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