Many a times, it is noticed in day to day working, employees working in industry misunderstand between document and record. Here I would like to narrate the differences in document and record.
Document:
- Document is always live.
- Document can be revised.
- Document has four characteristics: Document number, Revision number and date, Master copy or Controlled copy stamp and Approval signature.
Examples of documents are : Control plan, FMEA, Process flow diagram, DFMEA, Work Instructions etc.,.
Any changes to documents, will call for next revision number and revised date.
Changed documents are released to respective functions as per distribution matrix.
In some of the industries, document number and form number, both are mentioned. Here form no refers to the formatting structure of the respective documents.
Record:
Record is always dead. Once record is prepared, it cannot be revised. If at all, anyone does so, it is not ethical.
Records are used for past data retrieving purpose only.
Record has form number with form revision number and date. It dos not have master or controlled copy stamp.
Examples of record are : Setup approval reports, Production reports, Preventive maintenance reports etc.,.
Hope the above explanation made on the differences and clarity is made on document and record is understood.
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