66: Out-of-date Documents Used
Definition/Typical Issues
Was there a problem with updating documents when changes were made?
Was the system for controlling documents insufficient or inappropriate? Did the system fail to provide appropriate methods for keeping documents up to date? Was there a failure to keep all official copies of the document updated? Were unofficial copies or outdated copies used in the field?
Examples of documents that are addressed by this node include:
- Operator logs
- Computer logs
- Work requests
- Work orders
- Batch sheets
Examples
Example 1
- The warehouse inventory list was supposed to be updated whenever items were withdrawn from the warehouse. However, in many cases the inventory was only updated once a month. As a result, items were sometimes out of stock.
Example 2
- Maintenance personnel often completed the maintenance work in the field but did not update the work request status promptly. As a result, it was often difficult to determine the current status of equipment.
Example 3
- Operators were supposed to take a pump out of service so that maintenance personnel could perform work on it. However, the work request was not promptly entered into the scheduling system. As a result, the operations group was not notified of the work until maintenance began the work. So, when maintenance personnel went to get authorization to start work on the work request, they discovered that operations had not done anything to the pump.
Typical Recommendations
- Include the task of updating batch sheets in the document change tracking system.
- Solicit input from document users on required changes.
- Involve the document users in periodic reviews and updates of the documents.
- Search for and destroy unofficial copies of documents.
- Periodically conduct an audit to ensure that all official copies are updated.
Cross-References
| Version 10 Element(s) | |
|---|---|
| Node ID | Node Name |
| 104 | Documentation Content LTA or Not Kept Up-to-date |
| 105 | Control of Official Documents LTA |
| Maritime Element(s) | |
|---|---|
| Node ID | Node Name |
| 103 | Obsolete Documents Being Used |