QA-Z Consulting Specialists have explained that the Quality Standard ISO 9001:2000 stipulates that documentation must be reviewed, updated as necessary and re-approved, so that the documentation procedure can be controlled.
According to the Quality Standard ISO 9001:2000 documents should be reviewed on a frequent basis. This review may be done at such times as at the Management Review Meeting or other management meetings, or periodically, on an annual basis.
The documentation accessed by the organisation’s internal staff and the information available for the public (from website) also need to be reviewed.
If the organisation has compiled an inventory of all documentation that impacts upon quality processes, then this task can be conducted faster. Each document should be considered in light of the frequency requirement for review, then a schedule to address that need.
When documents are required to be updated, it should not be forgotten that the document must be submitted for re-approval prior to its release. Identifying a document while in transit could be as easy as marking it with ‘DRAFT’ or ‘BEING REVISED’ etc.
Some prefer to simply highlight where the change was made. These methods remove any confusion throughout the change process of the document status.
As a change is made, the revision status written on the document must be updated. Some organizations use status identifiers, e.g. REV.A - Issue 1 - Revision 1 - Rev date; 31/07/08 etc. In this manner, it can always be seen which copy of a printed document is the current version.