Let's talk about record control? How do you manage them?

Record control is a system how all records are kept and managed.  Record essentially is a completed forms that serve as evidence that process or task has been completed per given procedure.


This procedure is a compliment to Document Control process.
Record is a gain tedious but crucial in proving conformity during audits.  It is the OBJECTIVE EVIDENCE we talked so many time in my last post.
Record contain the following information:

• A unique reference number as document identification

• The record title (or suitable description of the form)

• The location of the record. (office, on website link, production etc)

• The retention period which applies (typically 3 years for quality record)

• The person responsible for retaining the quality record (most probably process owner)

What about defect log?

Visual management is best implemented at shop or production floor. It highlights stuffs you need to watch out for during process without having to spend time on wordy documents.  Pictogram or photos of defects, mark and arrow with little words works wonders.  Associates on the job will be able to understand what to look for and where to detect defects.

Defect log typically include the following:

1. Part name:
2. Process/area:
3. Defect name:
4. Photo Defect (Not Good or NG)
5. Photo of Good part ( OK)

Two photographs to distinguish between good and defective parts are very simple way to add to existing appearance and defect criteria which has been created for individual parts.  It can also be used on Quality board or as part of customer presentation slides or 8D.

For administrative purpose, do remember to add document#, this can be added to footnote or on title block.

I am trying hard to make this electronically accessible but this is an uphill battle as kiosk is expensive and tablet tend to walk and never to be seen again. 😏 Hardcopy is good but you will need to keep tap on the current revision or document control.

Another great ideas is a daily defect log book, this provide updates on daily defects.  It can be a live document and used during short meeting/briefing before starting each shift.