78: Out-of-date Documents Used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 Were unofficial copies or outdated copies used?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:
- Inspection records
- Purchasing records
- Regulatory compliance
- Financial records
- Marketing materials
- Bills
- Contracts
- Inventory records
Examples
Example 1
- The organization's copy of the Securities and Exchange Commission (SEC) regulations was out of date. As a result, the organization's SEC filing contained numerous noncompliances.
Example 2
- The marketing materials for the polymers division were out of date. They did not reflect the current capabilities of the organization.
Example 3
- A contract to hire subcontractors originally required the contractors to supply hazardous material handling training to their personnel at the contractor's expense. This requirement was inadvertently deleted. As a result, the company had to pay for the training and for the time that the contractor's personnel had to spend in the training.
Typical Recommendations
- Periodically conduct audits to ensure that all official copies are updated.
- Assign the task of updating records to specific personnel.
- 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 |