What is a controlled file? What is the controlled status of a file?

Controlled Files. is the symmetry of "uncontrolled documents". Any file that can produce multiple modification states or multiple versions is a controlled file.

In other words, any document that has been modified or changed is a controlled file. A controlled file is primarily the only valid version of a file that controls the use of files. Generally speaking, these files are files that have been used for a long time and are always in a state of modification and revision, such as:

Cost manuals, procedural documents, various rules and regulations.

Quotas, standard costs, budgets, etc.

1. Documentation is controlled.

Controlled documents are not clearly defined in standards such as GB T19000-2000, GB T19001-2000, and GB T19023-2003, which only refer to the concept of document control, so the statements about controlled documents vary.

One view was that an important feature of controlled documents was that they were under the control of the organization and that they could be altered, and that foreign documents collected through other channels or made available through special channels could be considered uncontrolled.

Another view was that foreign documents were also controlled documents.

The author agrees with the first point of view.

From the GB T19023-2003 standard clauses, it can be seen that documents used for bidding, off-site use by customers and other special issuances are not required to control their changes, and such documents should be clearly identified as uncontrolled documents. It follows that the important feature of uncontrolled documents is that they do not require control over their changes, and the implications are twofold:

For one, it is neither necessary nor meaningful to control change. Such as production plans, monthly quality reports, season-related work instructions, etc., such documents are time-sensitive, and they are automatically invalid when they expire, so there is no need to change their content.

Second, organizations don't have the authority to exercise change control. For example, national laws and regulations, standards and equipment and instrument manuals, manuals and other documents, the organization can only identify, distribute and control the use, and track the latest version of the relevant documents in a timely manner.

The "Note" to the GB 19023-2003 Standard Clauses states that failure to exercise effective control over such documents may result in the misuse of obsolete documents. It can be seen that non-controlled documents must also be effectively controlled to avoid the misuse of obsolete documents, but their content can be subject to change control. An organization's control over files is evident in many ways, not just controlling their changes, and uncontrolled files are not files that don't need control.

An important feature of controlled files is that organizations are able to exercise change control over their content.

An important characteristic of controlled files is that they are controlled by the organization and can make changes to them. For documents that need to be included in the system after external identification, organizations generally only identify, control, distribute and preserve, and track the version updates of external documents. These are controls over a file, but it cannot be said that the file is controlled.

The controlled state refers to the control of all factors that affect the quality of the process, including process parameters, personnel, equipment, materials, processing and testing methods, and the environment. It is necessary to focus on prevention and prevention, and focus on improving the combination of prevention and inspection, that is, the whole process of a document's life, each process is under the strict monitoring of the organization, and the document in this "complete control" state is the controlled state of the document.

Apply. 1.When quality management.

When the manual is used for quality management purposes, it can be called a quality management manual, and the quality management manual is for internal use only.

2.When the quality management manual is used for the purpose of quality assurance, it can be called the source of the quality assurance manual, and the quality shield and quantity assurance manual can be used for external purposes.

3.It is discussed that there should be no contradiction in the content of the quality management manual and the quality assurance manual of split socks of the same system.

Function. 1.As a quality system.

The basis on which the management is carried out.

2.As the basis for quality system audit or evaluation.

3.As the main evidence of the existence of the quality system.

Controlled documents can be given to others.

A standard, responsibility system document, when it is necessary to modify the town branch, it is necessary to apply, and register the ECN document, review and approval, and the ECN must also be controlled when the clan travels respectfully. The cover of the document is usually stamped with a controlled stamp.

A file that can produce multiple modification states or multiple versions is a controlled file, which means that any file that has changes and changes is a controlled file. Controlled documents are primarily controlled to use the only valid version of the document.

Use: After the controlled documents or materials are lost, it is generally necessary to fill in the "Application Form for Document Filing and Issuance" again, and write the reason, and report to the relevant departments for approval and filing. When reissuing documents, the document control center shall cancel the controlled number of the lost document on the "Application Form for Filing and Issuance of Documents", compile a new controlled number, and notify the relevant departments to declare it invalid to prevent misuse.

In general, controlled documents are not allowed to be taken out of the workplace (or premises). Also, all controlled documents should be kept in a safe place. Losing controlled documents is a violation of your company's rules and regulations.

You should be punished according to the relevant internal system. As for the penalty standard, it is managed by the relevant company management.

Depends. Of course, there should be a backup of important documents, for example, the original copy should be placed in the archive room, and if the copy is lost, it can be replaced immediately. If the documents are confidential, they can only be used for a part of the documents at a time, and the accountability system must be strengthened, and one of the two people must be responsible for them or must be returned after each day.

Controlled documents refer to documents that are registered, distributed or independently archived and controlled according to the scope of issuance, and can be guaranteed to be recovered. It is mainly controlled by the document control center and the certification office.

This is a standard, accountable document, when necessary modifications need to be made, the application and registration of ECN documents, review and approval, and the ECN must also be controlled. The cover of the document is usually stamped with a controlled stamp. A controlled file is a symmetrical "uncontrolled file", and any file that can produce multiple modification states or multiple versions is a controlled file, that is, any file that has changes and changes is a controlled file.

A controlled file is primarily the only valid version of a file that controls the use of files.

Controlled files can be copied to read references, but the copied files do not take effect. Many companies also take a picture of the controlled document and upload it to the internal LAN for direct viewing on the network when there is a need or dispute, which can avoid the loss and damage of the original.

Generally speaking, these documents are documents that have been used for a long time and are always in a state of modification and change, such as: cost manuals, program documents, various rules and regulations, quotas, standard costs, budgets, etc. When controlled documents are invalidated, they should be promptly recovered from all occasions of use to prevent their misuse.

With the advent of the digital age, information security is becoming more and more important. In many organizations, there will be a lot of important data that needs to be saved. To do this, a mechanism is needed to protect this data from leakage, corruption, and tampering.

Controlled files were created to solve this problem.

Controlled files are those that need to be deferred for authorization, review, publishing, and change management. This data may include design documents, product specifications, technical specifications, contractual agreements, and more. Often, these documents are an essential part of an organization's operational processes.

The main purpose of the Controlled Documents is to ensure that all activities of the documents can be tracked and reviewed to meet the business needs of the organization while ensuring the security of the documents.

For files that are not managed, the risk of leakage, loss, and misuse is very high. Because there are no restrictions on these files, anyone can access, modify, or delete them. However, with the mechanism of controlled documents, authorization and review can be carried out and the history of file changes can be recorded.

In this way, files can be managed and shared more securely, effectively avoiding the risk of data leakage.

Overall, controlled documentation is a very important concept within an organization. It represents a mechanism that ensures the security, control, and tracking of important data and documents within an organization. The advantages of controlled files are very obvious, and it can help businesses greatly improve data security and management efficiency.