Good documentation practices
Objective:To provide procedure for good documentation practices during filling report.
SCOPE:This SOP applicable to QC,Engineering,proudction and HR department in the company. This SOP minimizes the document error in the company.
- REFERENCE:
In House
- RESPONSIBILITY:
All employees avoiding the mistake or error while filling the documents.
- ABBREVATION:
QC – Quality control
QA – Quality assurance
NA – Not applicable
- PROCEDURE:
6.1 All documentation entry shall be made with blue ink ball pen in clear and legible handwriting.
6.2 Verification of the document by QA shall be done by using indelible black ink.
6.3 Black ink shall be used for issuance of Document.
6.4 Do not leave any column in the record/document unfilled. If any column in a recorded document is not applicable, write “N.A”.
6.5 Time should be expressed, as 13:00 instead of 1:00 pm use 24 hour clock.
6.6 While issuing documents and in other record books the date should express as
DD-MM-YY or DD.MM.YY or DD/MM/YY.
While approving document the date should be expressed as DD-MM-YY.
6.7 If any page(s) are left blank, draw a line across the page from left top to right bottom of the page and write “CANCELLED” / “N.A.” (Not applicable) across the page and sign with the date.
6.8 If an entire page/paragraph is to be canceled from a written document, QA countersign is required.
6.9 No pencil entries are allowed.
6.10 Do not use correction fluid in any of the documents.
6.11 All personnel shall avoid errors during data entry.
6.12 In case an entry error has occurred, the same shall be corrected as described below:
6.13 Do not overwrite the wrong entries. Cross it out with a line permitting the reading of original entry.
6.14 Clearly write the correct entry near the cross out.
6.15 Initial / Sign and put the date, on which the correction was made. Wherever appropriate, the reasons for correction shall be recorded.
6.16 If the correction is made on a date after the date of original entry, it must be corrected as mentioned above and countersigned and dated by the supervisor or QA.
6.17 If an entire line/ paragraph/page to be deleted from a sequential record (e.g. log book or stock card) the following steps to be taken.
Cross out with a line
Writing reason for any reason for deletion near the cross out.
6.18 If any entry missing from log book then write ME “Missing Entry” with sign anad date.