77: Documents Not Available or Missing
Definition/Typical Issues
Was the document not available, missing, or inconvenient to obtain?
Were documents not available because they did not exist or were difficult to locate?
Examples of documents that are addressed by this node include:
- Inspection records
- Purchasing records
- Regulatory compliance
- Financial records
- Marketing materials
- Bills
- Contracts
- Inventory records
Examples
Example 1
- There were no marketing materials available for the construction services offered by the organization. As a result, sales for the construction services sector were down 20% from the previous year.
Example 2
- Bills were never sent for work performed by personnel in the bolting services group during February. As a result, the organization lost $86,000.
Typical Recommendations
- Ensure that purchasing records are stored in a manner such that they are readily accessible.
- Provide password-controlled access to financial records for appropriate personnel.
- Provide applicable documents to management, regulatory agencies, and industry groups.
- Document what information is available in a manner that facilitates searches.
- Provide a means to quickly locate technical information, facilitate maintenance of existing information, and file new information in a logical manner.
- Maintain a protected archive of documents at a remote location.
- Save inspection data in a manner so that it can be easily searched (e.g., file data and reports by equipment item rather than by the year the inspection was performed or the contractor who performed the inspection).
Cross-References
| Maritime Element(s) | |
|---|---|
| Node ID | Node Name |
| 102 | Required Documents Not Available or Missing |