Documentation and Records - what should companies have?
Record keeping is essential for successful companies. Below we review what records (types of documents) are, what should be kept and why. What is a record?
Records consist of any historical documentation, such as summaries or meetings and reviews, specifications, production details, invoices, results of tests, purchase and supplier information, customer information and such like. A record is the history of what has been done. Records required
The following are typical lists of records normally kept by companies, however companies may decide to include additional
- Management reviews
- Education, training, skills and experience
- Evidence that the realisation processes and resulting product fulfill requirements
- Results of the review of the requirements relating to the product and actions arising from the review
- Design and development inputs
- Results of design and development reviews and any necessary action
- Results of design and development verification and any necessary action
- Results of the review of design and development changes and any necessary action
- Results of supplier evaluations and actions arising from evaluations
- As required by the organisation to demonstrate the validation of processes where subsequent monitoring and measurement cannot verify the resulting output
- Unique identification of the product, where traceability is a requirement
- Customer property that is lost, damaged, or otherwise found to be unsuitable for use
- Standards used for calibration or verification of measuring equipment where no international or national measurement standards exist
- Validity of previous results when measuring equipment is found not to conform to its requirements
- Results of calibration or verification of measuring equipment
- Internal audit results
- Evidence of product conformity with the acceptance criteria and indication of the authority responsible for the release of the product
- Nature of the product nonconformities and any subsequent actions taken, including concessions obtained
- Results of corrective actions
- Results of preventive actions
Reason for records
The reason to keep records is for future use as a reference in case of questions related to contractual and legal matters, work techniques, verification of work done, and other parts essential to the company running smoothly. The company management should use sound judgment as to what records are non-essential and how long to keep a specific record. To discuss your concerns, requirements or for more details, please contact ManualClarity. Tel: 0845 310 4210, Mob: 07746 323495, info@manualclarity.com
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