Document Control 5

[securitech]

I have been assigned the task of setting up a Document Conrol department. I need to create and SOP and procedures for the control of all of our Engineering documentation.

Does anyone have any good references or standards that I can study? Or at least any suggestions on where to start?

Thanks for you help!

Adam Vega
Securitech Group Inc

 

[MadMango]

How much experience do you have with Document Control processes based on prior experiences?

"Art without engineering is dreaming; Engineering without art is calculating."

Have you read faq731-376 to make the best use of Eng-Tips Forums?

 

[ewh]

Rule no. 1 - MAKE SURE that you have management buy-in, and the authority to enforce your SOPs. Just creating SOPs doesn't actually make them SOP.

 

[fcsuper]

Some suggestions or just ideas:

Break out Revision Control, Design Control, Document Control and Change Control into separate procedures. The SOP can be a master document just simply states which department(s) will be responsible for establishing, running and maintaining these systems. Many of these systems have DOD standards that can be used as guidelines.

If you are using a CAD system with a vault or other storage system, then also have a Source File Control procedure.

Define Form-Fit-Function in the context of Revision Control, based on company needs.







Matt
CAD Engineer/ECN Analyst
Silicon Valley, CA
sw.fcsuper.com
Co-moderator of Solidworks Yahoo! Group

 

[securitech]

MadMango: I don't have a whole lot of experience. I worked in the Document Control department while attending school. Later in my career I helped to pioneer some Document Control standards and helped in ISO certification.

So I do have some exposure, however; I consider myself at ground zero. Unfortunately, my management seems to think that I am the perfect man for the job. So I'm trying to do as much homework as I can.

Any suggestions would be much appreciated.

Thanks!

Adam Vega
Securitech Group INC

 

[swertel]

Although eng-tips is a great resource, it is very difficult to tailor a solution to your specific problem. weh and Matt both have superb answers, but they are generic and when dealing with document control, you need to fit the SOP with the current business practices yet acceptable to industry standards, such as if you want to get ISO certified.

If your boss thinks that someone with little to no experience is the right man for this job, the he obviously doesn't understand the scope of what he's asking for, nor is he probably willing to invest the capital required to implement your strategy, including hiring a consultant if necessary.

With all that being said, here is my piece of generic advice. Base your document control system on the same lines as your configuration management system. Don't have a config management system? Start there!

By the way, I do have experience with this sort of thing. I'm not going to solicit my business or detract from the benefit of this forum, but if you come across specific questions that are not suitable for posting in a public forum, or require a nondisclosure agreement, feel free to contact me offline.

--Scott

http://wertel.eng.pro

 

[securitech]

Thanks all for your helpful answers. I am very aware of the bass ackwards approach that is being taken here. In reality I am not the best person for the job. I am the only person for the job!!! It is a very frustrating situation, but that is another topic for another string. The attitude that I am taking is: "If I can't get out of something, I might as well get into something!"

Let me clarify my request:
I am not searching for a solution. What I am searching for is references. ANSI/ASME standards, books, courses, consultants, anything that will equip me with the current "Best Practices" or industry standards.

I have bought the book "Engineering Documentation Control Handbook" by F.W. Watts, which has been extremely helpful. However I am looking for some other sources.

If you know of any, especially free ones , I am very interested.

Thanks again,

Adam Vega
Securitech Group INC

 

[mechengdude]

Recommend you start with MIL-HDBK-61A Configuartion Management Guidance.

 

[MadMango]

If you are not ISO certified, but think it may be something your company is going to pursue in the future, it might help to review the requirements of ISO and base your document control efforts around that. Even if it is not something that will be gained, basing your SOp around an industry standard such as ISO 9001:2000 can't hurt.

http://www.iso.org/iso/en/ISOOnline.frontpage.

Also see FAQ182-802

And I find the following site also has great info:

http://www.praxiom.com/iso-9001.htm

"Art without engineering is dreaming; Engineering without art is calculating."

Have you read faq731-376 to make the best use of Eng-Tips Forums?

 

[IRstuff]

There are a number of existing document control programs.

PTC has one called Windchill. It's electronically based, so all your documents will need to be electronic. We place drawings, specifications, etc. in Windchill. It also has an electronic signoff process so that document release can be done on-line.

TTFN

FAQ731-376

 

[GregLamberson]

securitech

I can send you some information that might help you provide an organized structure, procedures, etc. You can contact me through my website.

Greg Lamberson, BS, MBA
Consultant - Upstream Energy
Website:

http://www.oil-gas-consulting.com

 

[telecomguy]

You might find some helpful info over at the Engineering Configuration Management Forum

http://www.eng-tips.com/threadminder.cfm?pid=781

<tg>

 

[mrMikee]

This is a good book that might be worth taking a look at.

"Engineering Documentation Control Handbook, Configuration Management in Industry." Frank B. Watts

Regards,
-Mike

 

[securitech]

MrMikee,
I agree. That is the source that I have been using. I have found it to be very helpful and I would highly recommend it to others.
I am still looking for some other helpful reading material. If you have any other references, especially for beginners (like a CM for Dummies)I would be highly interested.

Thanks for your help.

Adam Vega
Securitech Group INC

 

[mrMikee]

securitech,

There are two books that I think are very good but are directed more towards bills of materials and product structure than CM.

"Manufacturing Data Structures" by Clement, Coldrick, and Sari
"Bills of Materials" by Dave Garwood

If it was up to me I would do something that would combine ideas from these two books and the book from Frank Watts. If you haven't been to Frank's website you should probably give it a look.

http://www.ecm5tools.com/

Regards,
-Mike