QMS Design on a computer
Hi,
How do you all structure your files (documents, procedures, policies) in a computer so you can easily find what you looking for? Our current structure is not very "user-friendly" and would love to hear ideas from other people.
I.e. In my old company (a small local fresh producer) we had the following:
SOP, Site Standard, QC Documents, NPD, Engineering, etc..
hi
we strated to use BRC standard as a template.
section 1
section 2 etc
with all policies regharding each section.
makes it easier during audits.
regards
Sanitation 2 folders---procedures and records
Maintenance 2 folders procedures and records
Production-same
so on and so on
Internal Audits, Specs, Sampling etc all have their own folder, then within is folders per year
hi
we strated to use BRC standard as a template.
section 1
section 2 etc
with all policies regharding each section.
makes it easier during audits.
regards
We are audited against various standards (BRC, AIB, SQMS, etc...) so this wouldn't really work for us
Sanitation 2 folders---procedures and records
Maintenance 2 folders procedures and records
Production-same
so on and so on
Internal Audits, Specs, Sampling etc all have their own folder, then within is folders per year
this could work...could you send me picture of all your "categories" please?
I usually break my FSQMS into numbered sections in a binder (sanitation procedures, operation procedures, hold program, foreign materials, etc). For each of those categories in the binder, the electronic versions of the files are stored in numbered folders in the same order. I use control numbers for each program that correlate to the sections/folders as well (document 2.x.x.x, so on). So if an auditor goes to document 4.1.2.0 in my binder, I can pull up folder 4, document 4.1.2.0 electronically for review.
I prefer to follow my own numbering system instead of my GFSI scheme to avoid having to renumber my entire document library when a new version comes out (like when SQF went to 9.0). I keep a list of my programs cross referenced against whatever GFSI scheme I'm under in order to help point an auditor towards the documents they'll need to review.
I think this is something that everyone struggles with since FS&Q has its hands in all departments.
Once you do decide - do a training (zoom, teams, in-person) and record it. That way people have a visual to go back to when they are trying to find something.