74: Out-of-date Documents Used
Definition/Typical Issues
Was there a failure to update documents when changes were made?
Did an inadequate or inappropriate system exist for controlling documents? Did the system fail to provide 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 Were unofficial copies or outdated copies used?
Examples of documents that are addressed by this node include:
- Hiring records
- Training records
- Qualification records
Examples
Example 1
- A tank overflowed because the operator had not received training on how to calculate liquid levels. The training records were not routinely updated; therefore, the worker who was assigned to the job was assumed to understand this task.
Example 2
- A resume submitted to the company from a prospective employee was not current. It showed that the individual was currently employed. However, the prospective employee had been terminated from his last job about 2 months before.
Typical Recommendations
- Include the task of updating documents 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.
- Maintain a library of current, approved training materials.
- Periodically conduct an audit to ensure that all official copies are updated.
- Update personnel records annually.
- Provide a structured process for updating training and qualification records.
- Perform performance appraisals annually.
Cross-References
| Version 10 Element(s) | |
|---|---|
| Node ID | Node Name |
| 169 | Training Records Not Up-to-date |
| Maritime Element(s) | |
|---|---|
| Node ID | Node Name |
| 186 | Training Certificate/Endorsement Expired/Invalid |