After revision of a SOP (from version no. 2 to 3) if i distribute one copy of this SOP to warehouse with controlled copy no. 1, to Production with controlled copy no. 2 and to QC with controlled copy no. 3.
If two more copy of this SOP is demanded for display purpose into store deptt. then what is the actual practice.
Can we do the photocopy of the SOP having already controlled copy and master copy stamp or we have to do the photocopy of fresh master copy bearing SOP (then what will be the no. to be laid on SOP)
As a part of Document control procedure you should always do photocopies of the original document (SOP) put a stamp of “Controlled copy” specify copy number on each photocopy, like 1, 2, 3, 4, 5, 6, 7,…etc. Write on controlled copy distribution form that which copy number is distributed to which department or section. Take signature of receiving person and hand over controlled copy to him.
Please do not take photocopy of controlled document. It will be treated as Uncontrolled or Invalid document.
Similarly, for issuing revised SOP controlled copies, first, take back the earlier issued copy by referring the SOP Distribution list of controlled copies. And only then issue next version of SOP as per above procedure. All obsolete controlled copies of SOP should be destroyed and only master copy of that SOP should be stamped as “Obsolete” and should be archived in Documents storage room for history purpose.
The above procedure should be governed by internal SOP on Document control.
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U means that if two or more controlled copies of the same SOP is distributed only in one deptt. then we can put the control copy no. 1, 2, 3 and so on…
is it right sir ?
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No,
l want to say when you distribute controlled copies of SOP to either same department or different departments, you should put controlled copy number 1, 2, 3, 4, 5, 6…etc on all controlled copies. For example, issue of controlled copy no. 1 to Warehouse, 2 to QA, 3, 4 & 5 to Production, 6 & 7 to Engineering, 8 to QC.
Hope you have understood.
all departments are alloted a specific copy no.at the time of issuance of sops these copy nos are written down manually as per the department.for ex.qc having copy no.03.then 03 shall be written down in controlled copies of sops distributed to qc .
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thnku so much sir for your kind guidance
You are welcome.
Display purpose you do the displayed stamp and issued
Suppose QC department code is 1. If they want more copies of a particular SOP, then you can write at “copy to” as 1/1,1/2, 1/3… Where 1 is the department code and 1,2,3 are no.of copy.
From this you can trace how many copies are issued to that department and easy to retrieve them if version of that SOP changed…
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Please define the procedure of copy numbering in your SOP of “Document control”. And follow the same procedure as defined in SOP.