Do we need to control our forms?

One of our frequently answered questions has to do with the control of Forms. Why do forms have to be controlled, and how in the world can we control them all?

Well, forms are designed to make sure that you collect the data that is required. Forms often are also acting as work instructions, indicating steps and order of steps for a process, telling what data to collect and specifying the acceptable limits for that data. If a change is made, it is important to get that change out to everyone using the form.

But how can an organization control the forms, and still make them available to everyone who needs to use them?

Assign individual numbers and revisions to the forms and list them on the master list on their own worksheet or page. Keep a record of approval, either on the original copy of the form or on an approval list. All of this can be handled the same or very similar to your other documents.

But then forms will be printed in large quantities and distributed to the point of use or points of use. That is where you will need to take a look at specific measures to control the forms themselves. Indicate on the master list where the blank forms are distributed so that when a revision is made the old version can be collected and destroyed. Many companies have a designated area in each department where blank forms are kept, minimizing the number of distribution places for forms.

Forms play an important role in controlling processes and in collecting data for analysis and for records. For more detail on controlling your forms check the “Document Control Procedure” available from the The 9000 Store.

For prepared forms for ISO 9001:2000 procedures check out the documentation package. The9000Store is there to help make your project efficient and effective! Make use of those professional tools, save time and resources, and design a great system.